BLII - 013

Information Sources and

Indira Gandhi Library Services
National Open University
School of Social Sciences

COURSE INTRODUCTION
BLOCK 1 : INFORMATION SOURCES AND THEIR
USE
UNIT 1 : Categories of Information Sources 7

UNIT 2 : Types of Information Sources 31

BLOCK 2 : LIBRARY SERVICES

UNIT 3 : Circulation Services 89

UNIT 4 : Reference Service 110

UNIT 5 : Awareness Services 133

UNIT 6 : User Orientation 154

Programme Design Committee 2009
Professor Uma Kanjilal (Chairperson) Professor S.C Biswas, Deptt. of LIS, Burdwan
Faculty of LIS, SOSS, IGNOU University, Burdwan, West Bengal
Professor B.K.Sen, Retired Scientist Dr. S.R. Zonunthara, Regional Director
NISCAIR, New Delhi Regional Centre, Aizwal and Mizoram
Dr. Jaideep Sharma IGNOU
Faculty of LIS, SOSS, IGNOU Special Invittee:
Dr. Manorma Tripathi Mr. Ashok Neshes, Producer, EMPC, IGNOU
(Former Documentatin Officer) New Delhi
IGNOU Conveners
Professor Neena Talwar Kanungo Dr. Zuchamo Yanthan
Faculty of LIS, SOSS, IGNOU Faculty of LIS, SOSS, IGNOU

Dr. R. Sevukan (Former Faculty Member) Dr. Archana Shukla

Faculty of LIS, SOSS, IGNOU Faculty of LIS, SOSS, IGNOU

Professor S.B. Ghosh, Retired Professor

Faculty of LIS, SOSS, IGNOU

Programme Coordinators
Dr. Zuchamo Yanthan, Dr. Archana Shukla and Dr. S.R. Zonunthara

Programme Editor
Prof. Uma Kanjilal

Course Coordinator Course Editor

Dr. Archana Shukla Prof. B.K. Sen

Unit Writers
Unit No. Contributor
1-2 Mrs. C.M. Anand
3-6 Dr. Manorama Tripathi

Material Production Secretarial Assistance Cover Design

Mr. Manjit Singh Ms. Sunita Soni Ms. Ruchi Sethi
Section Officer (Pub.) SOSS Web Designer
SOSS, IGNOU IGNOU E Gyankosh
IGNOU
September, 2012
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COURSE INTRODUCTION
The contents of this course BLII-013 titled “Information Sources and Library Services”
are divided into two blocks. Block 1 “Information Sources and their Use” is devoted
to different types of information sources. By studying this Block you will be in a
position to grasp the whole idea of information sources with their content and utility.
This Block comprises of two Units. Unit 1 discusses about information sources as
well as their types. The information sources are categorised based on their type,
information contents and physical form. Information sources have also been categorised
into documentary and non-documentary sources. The Unit also traces the historical
development of these sources.
The Unit 2 covers types of periodicals, bibliographies, reference sources like
dictionaries, encyclopaedias, handbooks, yearbooks, almanacs, directories,
geographical sources, biographical sources, statistical information sources and current
information sources, as well as secondary and tertiary sources. The Unit covers not
only printed sources but electronic sources as well.
The second Block titled “Library Services” of this course has four Units which
focuses on circulation work, reference service, awareness services and user orientation
provided by the libraries to their users.
Unit 3 entitled, “Circulation Services”, has immense importance because it links the
library collection to the readers and supports the first two laws of library science.
This Unit explains the use of books by readers by offering them issue/return facilities.
Circulation section is responsible for giving books to the users, keeps records of
what has been given to whom; what has been returned or what is overdue now.
Circulation work refers to all activities adopted for registration of users, issue and
return of documents, maintenance of statistics, gate register, property counter and
lockers. The circulation procedures exist to facilitate reader's access to the books in
the library. This Unit discusses the different types of charging systems e.g. register
system, card system and computerised system .The computerised system incorporates
the use of barcode technology for issue return of documents in the library. Besides,
this at present some of the libraries are using RFID technology for circulation
procedures.
Unit 4 dwells on reference service which is provided by all the libraries. Reference
service means providing assistance to users in the use of libraries and their collections;
it is the process of helping readers to identify sources of information in response to
a particular query, interest, or problem. This Unit has also covered the different
activities, which are undertaken while providing reference service to the users. The
reference service can be provided through face-to-face interview; telephone, chat,
e-mail, IM and SMS. The reference staff is required to deal different queries like
directional, procedural, research and bibliographic verification. The reference staff
has to consult various reference sources for answering to the users’ queries.
Unit 5 explains the awareness services provided by the libraries and information
centres. These services have an important role to play in the academic or professional
environment. This is needed because literature across various disciplines is increasing
exponentially. The clients have less time at their disposal to browse and scan the
whole range of literature. The clients may lack the faculty to browse, scan and sift
through the voluminous amount of literature. These services regularly alert the clients
on publications related to their areas of interest. These help the users to keep abreast
with the latest developments in their areas. The efficiency and productivity of the
researchers has also increased to a great extent. By providing this service, the library
staff gets an opportunity to learn about the individual needs of the users. It provides
a valuable information service to the users and promotes the library because it acts
as a publicity tool .The different kinds of current awareness services are e-mail alerts,
TOCs, customised literature search, routing of periodicals, display of current issues
of journals, newspaper clipping service, etc. The libraries provide non-current
awareness service by holding exhibitions, lectures and film shows for their clients.
Unit 6 discusses user orientation, also called user education or user instruction,
which teaches the users how to make the most efficient use of the library system and
its collection and services. The Unit has elaborated upon the need and purpose of
user education. The two components of user education are library orientation and
information literacy. Library orientation is primarily concerned with ways of introducing
the user to the general techniques of library usage and services available, organisation,
layout and facilities of a particular library. The user education sessions should be
regularly organised and conducted for the users. Evaluation is an important activity
which should be undertaken in order to know the impact of user education on the
intended audience.
The contents of this course are presented in illustrative and easy to understand
format. The variety of exercises and activities are included in this Course to check
your understanding after going through the contents.
UNIT 1 CATEGORIES OF INFORMATION
SOURCES
Structure
1.0 Learning Outcomes
1.1 Introduction
1.2 What are Information Sources?
1.3 Types of Information Sources
1.3.1 Documentary Sources of Information
1.3.2 Non-documentary Sources
1.4 History of the Development of Information Sources
1.4.1 Development of Printed Books and other Sources
1.4.2 Emergence of Periodicals
1.4.3 Emergence of Electronic Sources
1.4.4 Emergence of Mass Media
1.4.5 Emergence of Internet and World Wide Web

1.5 Summary
1.6 Answers to Self Check Exercises
1.7 Keywords
1.8 References and Further Reading

1.0 LEARNING OUTCOMES

After reading this Unit, you will be able to:
 explain various types of information sources;
 categorise them based on their publication status, contents, media or format;
and
 describe their historical development.

1.1 INTRODUCTION
We all share information by speaking, writing or other methods and use information
by reading, listening or watching. The most important form of sharing information is
by personal communication, where people make their thoughts and wishes known to
one another. People communicate in many ways including by talking, writing letters,
making telephone calls and also through Internet and other media. Without personal
communication parents would not know what their children need, teachers could not
help their students learn, people could not share knowledge. Each person would
have to learn everything for herself/himself and in this way human beings probably
could not have survived for long. So, humans are an important source of information.
People with some knowledge of any kind make their views, ideas, observations,
experimental research results, etc. known to the fellow human beings by writing or
other methods of communication. This way information is being generated as well as
recorded in variety of sources and formats for public use. The recorded information
gets accumulated over a period of time in wide range of sources. We all depend
7
Information Sources and on these sources for general knowledge and information such as for daily news of
Their Use
interest, study, research, entertainment and even for solving our day-to-day problems.
Some of these sources as we know are newspapers, books, magazines, CDs,
DVDs, radio, television, Internet, etc. This shows that all of us depend on recorded
sources of information as well as on mass media like television and radio for getting
information.
We also get information from various institutions. For getting admission we consult
educational institutions like a school, college, or a university. Apart from academic
institutions, several government organisations, health institutions, R&D organisations,
S&T institutions, industries, etc. serve as useful sources of information in their respective
areas of activities. Thus, institutions also serve as useful sources of information.

1.2 WHAT ARE INFORMATION SOURCES?

The sources from where we get information are called information sources and these
comprise documents, humans, institutions as well as mass media like newspaper,
radio and television.
All of us have seen and used many of these sources. In this Unit we shall study these
information sources, categorise them based on their type, information contents and
physical form. We shall also study the historical development of these sources.

1.3 TYPES OF INFORMATION SOURCES

You have seen in the school library that books are arranged on the shelves according
to their class numbers (each subject is given a class number), so that all the books
on the same subject can be placed together. Fiction books are arranged alphabetically
by the names of the authors, so that all the books by the same author can be placed
together for easy browsing. Similarly current issues of the journals and magazines are
displayed on the display racks and old issues are shelved behind. Apart from these,
there are other sets of books like dictionaries, encyclopaedias, maps, atlases,
guidebooks, etc. which are kept on separate shelves. These are called reference
books. These books are always available in the library for consultation and are not
issued to the library members.
As a library organises its collection for the better use of its material by the users,
similarly, information sources are also organised according to their contents, type,
media or form to cater to the different needs of the users.
We can group information sources into two broad categories as follows:
i) Documentary Sources
ii) Non-documentary Sources
Documentary Sources
All recorded sources of information irrespective of their contents and forms come
under documentary sources. These may be published or unpublished, in print or in
electronic form. These may be books, periodicals, magazines, and others.
Documentary sources can further be categorised based on their contents and form
(or media).
By Contents
Based on the information contents and organisational level these sources can be
grouped into:
i) Primary,
8
ii) Secondary, and Categories of
Information Sources
iii) Tertiary sources of information.
By Form
Based on the physical form the documentary sources can be grouped into:
i) Paper-based documentary sources; and
ii) Documentary sources on other media which cover the following:
a) Sound or audio recording: Audio cassettes, audio tapes, etc.
b) Visual Images : Still: slides, filmstrips, transparencies, photographs.
c) Visual Images : Moving: Films, videotapes, video discs; etc.
d) Artifacts and Realia: Globes, relief models, etc.
e) Electronic Media: Magnetic tapes, discs, drums, etc.
f) Optical Media: CD-ROM, DVD, etc.
g) Microforms; Microfilms, microfiche, etc.
Non-documentary Sources
Non-documentary sources of information are those sources which are not recorded
in any form. Under this category come:
i) Humans,
ii) Organisations,
iii) Mass media other than print media, and
iv) Cyber media.
The above categorisation of information sources will be presented by following
figure 1.1 also for easy understanding

Information
Sources

Documentary Non-Documentary
Services Sources

Humans Organisation Mass Media Internet

Content By Form

Primary Secondary Tertiary Paper Based Media Other Meida

Fig. 1.1: Categorisation of Information Sources 9

Information Sources and In the next two subsections of this Unit, you will be studying in detail about
Their Use
documentary and non-documentary sources of information.
Points to Remember
* Sources from where we get information are called ‘Information Sources’.
* Information sources are of two types i) Documentary sources and ii) Non-
documentary sources.
* All recorded sources of information are documentary sources.
* All un-recorded sources of information are non-documentary sources.
* Based on the information content, a documentary source may be primary,
secondary or tertiary.
* Based on the physical format, a documentary source may be either on paper
or on other media.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
1) Fill in the blanks with appropriate words
a) Sources from where we get information are called _________________.
b) The most important form of sharing information is by _____________
communication.
c) All _____________ sources of information are documentary sources.
d) All _____________ sources of information are non-documentary sources.

1.3.1 Documentary Sources of Information

By Content
Recorded sources of information do not merely comprise miscellaneous collections
of books, periodicals, articles, dictionaries, newspapers, etc. but are organised into
quite basic and fundamental categories based on their information contents.
Depending upon their contents and organisational level the documentary sources can
be grouped into:
i) Primary,
ii) Secondary, and
iii) Tertiary sources of information.
1) Primary Sources
Primary sources are those sources which contain original material that has been
published, reported or recorded for the first time and has not been interpreted,
commented upon, summarised, translated or evaluated by a secondary party. Primary
sources include new raw data, new interpretation of previously known facts or idea,
any new observation or experiment, etc. These materials tend to be most timely and
10
usually take the form of an article in a periodical, a monograph, research report, Categories of
Information Sources
patent, dissertation, reprint of an article or some other work. By its very nature the
primary source of information is widely scattered and it is difficult to locate the
information contained in it. Following is the selected list of primary sources of
information:
 Primary periodicals
 Newspapers
 Technical Reports
 Dissertations
 Conference Papers
 Patents
 Standards
 Trade and Product Bulletins, etc.
 Primary Periodicals
A periodical is a publication which is published with definite periodicity (weekly,
fortnightly, monthly, quarterly, etc.) under the same title and intended to publish
indefinitely. Each issue is dated and consecutively numbered. Primary periodicals
mostly publish research articles. Primary periodicals are published by learned societies,
universities, government organisations and private or commercial publishers. ‘Current
Science’ is an example of a primary periodical:

Fig. 1.2: Current Science (Primary Periodical)

Source: www.currentscience.ac.in

Current Science is a primary periodical. Started in 1932, it is published by Current

Science Association in collaboration with the Indian Academy of Sciences. It is
published fortnightly. The current issue is Volume 103, issue No. 05, dated 10 Sept.
2012. The periodical publishes two volumes in a year and each volume has 12
issues. Issues from 1 to 12 are consecutively numbered. Besides research articles, 11
Information Sources and research communications (short research articles), and review articles, the issue
Their Use
contains research news, views, opinions and letters to the editor. (http://www.ias.ac.in/
curr.sci/25nov2010/1318.pdf)
 Newspapers
Newspapers are current awareness media, since they publish news of recent
happenings on political, social and economic front of a nation, region, and so on.
Newspapers are of different kinds. Usually published daily, some of them are local
or regional in their orientation and coverage, others are national or international.
Some newspapers specialise in economical and financial matters and bring out in
depth analysis of trade, banking, commerce, etc. Newspapers bring out feature
articles on subjects of current interest; provide weather reports, information on sports
and games, stock market, radio and TV programmes, etc. In fact newspapers carry
useful information for every one from housewife to top management of companies to
planners and policy makers of government departments. Examples of newspaper:
The Times of India
Economic Times
 Technical Reports
Technical reports are research reports which are produced after conducting a research
on a well-defined mission mostly in the field of technology. Mission-oriented research
is usually sponsored by government organsations, industries or other agencies. In
industries R&D activities are carried out to achieve a particular mission such as to
develop a better product, or a process. For example, in an automobile industry one
of the missions may be to develop a fuel efficient engine. Similarly, many governments
sponsor mission-oriented research mainly in the fields of space sciences, nuclear
sciences and defence sciences. The researchers who conduct research for sponsoring
bodies write research results in the form of technical report and submit to the
sponsoring agency. Technical reports are thus primary sources of information.
 Conference Papers
Conference is a gathering or a meeting sponsored or organised by a learned body,
a government or governments, an industrial organisation, and so on, where information
is exchanged or discussed by experts in that subject fields. Every year thousands of
conferences are being organised on various subjects, where experts present their
papers. In many cases, organisers of the conference publish proceedings which
contain the papers presented in the conference along with discussions, minutes of the
meeting and resolutions adopted. Conference proceedings contain a number of research
papers and are therefore primary sources of information.
 Dissertations and Thesis
A dissertation or a theses is a document submitted by a researcher in support of her/
his candidature for a degree or professional qualification. In some universities
dissertations and theses are seen as the same. In some universities a thesis is submitted
at the end of one’s Master’s degree and dissertation at the end of PhD work. Both
report original research and are considered primary sources of information.
 Patents
A patent is a government grant which gives a person or a company sole rights to
12 make, use or sell a new invention (which may be a product, process or a design)
for a certain number of years. Individuals and companies engaged in R&D activities Categories of
Information Sources
protect their inventions by patenting them with the government. The government
grants the patent and publishes the details of granted patents through an official
publication. Information about Indian patents are published in Gazette of India, Part
3, and Section 2. Patent documents are primary sources of information.
 Standards
Many people use standards and specifications interchangeably, however they do not
have precise meanings and it is important to understand the difference. Essentially
standards are authoritative having been produced by national or international
organisations, such as Bureau of Indian Standards (BIS) or International Organisation
for Standardisation (ISO), with the legal power to formulate standards.
Specifications on the other hand have no legal status and may be formulated by any
one. Some specifications go on to become standards, but it may take many years.
A specification can be considered to be a ‘draft standard’, in that it is a step on the
path towards formal standardisation, but can be incomplete and is subject to change
during development. For some users of standards, particularly working in the fast-
changing technology sectors, it may be more important to agree on a ‘technical
specification’ and publish it quickly, before going through various checks and balances
needed to win the status of a full international standard. Conformance to a technical
specification allows a degree of standardisation in advance of the formal development
and formal ratification of a standard.
Standards and specifications are documents that recommend:
i) Minimum level of performance and quality of goods and services; and
ii) Optimal conditions and procedures for operations in science, industry and
commerce. This covers production, evaluation, distribution and utilisation of
materials, products or services.
Standard are basically of two types:
i) Fundamental standards, and
ii) Technical standards.
Fundamental standards are related to measurement of length, mass, time, temperature,
various forms of energy, force, or other forms of quantifiable fundamental entities that
are basic to all scientific and technical practices.
Technical standards are related to product, process, material or service. Standards
and specification documents are primary sources of information.
 Trade and Product Bulletins
Trade and product bulletins are information products brought out by the publishers,
manufacturers and distributors of various types of materials, products or services.
Trade and product bulletins cover every kind of material, product or service ranging
from books, drugs, chemicals, household goods to complex machinery and equipment
used in research and industry. The basic purpose of this type of trade literature is
to describe various attributes of the product, material or service and promote its sale
to the potential customers. Trade and product bulletins are primary sources of
information since information reported about specific commercial product is not likely
to be published in any other form of literature.
13
Information Sources and Primary sources are not only widely scattered but are available in such a large
Their Use
number that it is extremely difficult to keep track of all that is published in a single
discipline. To solve this problem, this widely scattered information in primary sources
is constantly being compressed, organised and rearranged according to some definite
plan and communicated through another set of publications called secondary sources
of information.
Points to Remember
* Documentary sources can be grouped into primary, secondary and tertiary
sources of information based on their information contents and organisational
level.
* A primary source is that source which contains original material, and has been
published, reported or recorded for the first time and has not been interpreted,
commented upon, summarised, translated or evaluated by a secondary party.
* A primary source includes new raw data, new observation or experiment, new
interpretation of previously known fact or idea.
* Primary sources are not only widely scattered but are available in different
types of publications.
* Secondary sources of information are based on primary sources of information.
They usually present the contents of primary documents in condensed form
and list them in a helpful way for easy and quick retrieval.
Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
2) Mark the following statements as True or False
a) Dissertations and theses are secondary sources of information. (T/F)
b) Primary sources of information are first in the order of appearance. (T/F)
c) Trade and product bulletins are published by government bodies. (T/F)
d) Primary sources are widely scattered. (T/F)
3) Fill in the blanks with appropriate words
a) Standards are of two types, ____________standards and ____________
standards.
b) Information about Indian patents are published in _________________.
c) Organisers of conferences usually publish _______________________.
d) Technical reports are _________________sources of information.
Activity I
Go to a library. Select a primary periodical. Write down its title, year of publication,
volume number, issue number and publication frequency. Find out the name of the
publisher and list the content of the periodical from the contents page.
2) Secondary Sources
Secondary sources of information are mostly dependent upon primary sources of
information for their existence. They usually present the contents of primary documents
in condensed form or list them in a helpful way so that existence of primary documents
are known and access to them is made easy. Based on the reorganisation of information
14 in these sources, the secondary sources can be grouped under four broad types:
i) Index Type Categories of
Information Sources
Indexes
Bibliographies
Indexing and Abstracting Periodicals
Current Awareness Services
ii) Survey Type
Reviews
State-of-the-Art -Reports
Critical Reviews
Treatises
Monographs
Textbooks
iii) Reference Books
 Dictionaries
 Encyclopaedias
 Handbooks, Manuals
 Yearbooks, Almanacs
 Maps and Atlases
 Biographical Sources
 Geographical Sources
 Statistical Sources
 Directories
 Current Reference Sources
iv) Technical Translations
i) Index Type
The word ‘index’ is derived from the Latin word ‘indicare’, which means to ‘point
out’ or ‘to show’. Index type of secondary sources scan the primary sources select
the relevant items and arrange them in helpful sequence for easy and quick retrieval.
Under this category come indexes, bibliographies, indexing and abstracting periodicals.
These are secondary publications which list and arrange the relevant items from the
primary documents for easy and quick access. For instance indexing and abstracting
periodicals systematically scan the current primary sources of information (like primary
periodicals, research reports, conference proceedings, etc.) on a particular subject
field, select the relevant items, index (or provide brief summary of) each item, and
arrange it in a helpful sequence so that each item can be easily located and identified.
In indexing periodicals, each item selected is arranged under broad subject headings
along with full details of primary document from which it is selected. Abstracting
periodicals provide summary (called abstract) of each item selected for coverage.
This helps the user to decide, whether to go for original document or not. Indexing
and abstracting periodicals come out at regular intervals and keep users abreast of
the current literature on a subject and serve as important guides to the primary
literature. Without them a large part of primary literature may remain unknown and
unused.
ii) Survey Type
These publications survey the selected portion of primary literature and provide an
overview of the subject, and also highlight significant literature on the subject, depict 15
Information Sources and the progress of a particular field of study, or present the contents of primary literature
Their Use
on a subject in easy and understandable form keeping in view the particular group
of users. Publications like annual reviews, advances, treatises, monographs, textbooks
etc. come under this category of secondary sources.
iii) Reference Books
Sources like dictionaries, encyclopaedias, directories, yearbooks, almanacs, maps,
atlases, etc. come under the category of reference sources. These sources are used
for finding out quick facts on a special or general subject. These sources often have
the subject heading in alphabetical order for finding the information quickly. These
books are used for consultation, and are not available for loan from a library.
iv) Translations
Whenever a primary source is translated into another language for the benefit of the
users who are not familiar with the language of the original source, the translation
becomes a secondary source. Some primary research periodicals in Russian, Chinese,
and Japanese languages are translated into English cover-to-cover for English speaking
users.
You will study in detail about these sources in Unit 2 of this course.
3) Tertiary Sources
Tertiary sources are based on primary and secondary sources of information and
serve as key to the primary and secondary sources. Tertiary sources are usually
compilation from primary or secondary sources and help the searcher to select right
primary or secondary source which will be most relevant for her/his purpose. These
publications do not carry subject information but guide the users to the source where
information on that subject will be available. Under tertiary sources of information
come publications like ‘guide to the literature’, ‘guides to the reference sources’,
bibliography of bibliographies etc. Tertiary sources will be dealt in detail in Unit 2
of this course.
Points to Remember
* Secondary sources of information are based on primary sources;
* Secondary sources present the contents of primary sources in condensed form
or list them in a helpful way so that the existence of primary documents are
known and access to them is made easy;
* Secondary sources can be grouped under four broad types viz. i) indexing and
abstracting type, ii) survey type, iii) reference books, and iv) translations;
* Tertiary sources of information are based on primary and secondary sources
and provide key to the primary and secondary sources.
Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
4) Fill in the blanks with appropriate words from the list:
a) Standards are _________________ sources. (primary, secondary, tertiary)
16
 Categories of
b) Bibliography of bibliographies is a _____________source. (primary, Information Sources
secondary, tertiary)
c) Encyclopaedia Americana is a _____________ source. (primary,
secondary, tertiary)
d) Textbooks are ______________sources. (primary, secondary, tertiary)
5) Match Column A with Column B
A B
a) Textbooks and annual reports i) is a tertiary source of information
b) Encyclopaedia Britannica ii) is an index type of secondary
source
c) Indian Science Abstracts iii) is a reference source
d) Bibliography of bibliographies iv) are survey type of publication
By Form
Based on their physical form documentary sources can be broadly grouped into:
i) Paper-based Documentary Sources
ii) Documentary Sources in other Media
i) Paper-based Documentary Sources
Paper-based documentary sources include published as well as unpublished sources.
Published sources are those sources which are printed in large number of copies by
publishers. These sources are usually priced and meant for public use.
Unpublished sources are not printed. Only a few copies are produced which are
meant for restricted circulation. Examples of unpublished sources of information are
theses and dissertations, technical reports, manuscripts, etc.
ii) Documentary Sources in other Media
As we are aware documentary sources are available in a wide range of formats,
which may be audio, audio-visual, electronic, optical or microforms. We can categorise
these into the following types:-
a) Sound or Audio Recording: Audio cassettes, audio tapes, etc.
b) Visual Images – Still: Slides; filmstrips; transparencies; photographs.
c) Visual Images – Moving: Films; videotapes; video discs, etc.
d) Artifacts and Realia: Globes; relief models, etc.
e) Electronic Media: Magnetic tapes, discs, drums, etc.
f) Optical Media: CD-ROM, DVD, etc.
g) Microforms: Microfilms, microfiche, etc.
Information sources in different formats serve different purposes. Some of them are
used as supporting tools for teaching and learning, some for archival purposes and
others are used as storage devices. Different audio-visual aids, through which one
can hear as well as see, enhance learning process. It has been observed that on
average you can retain 10 % of what you read, 30 % of what hear and 50% of what 17
Information Sources and you hear as well as see and 90% of what you do. (Thomposon Anthony H, 1983).
Their Use
Visual aids such as slides, transparencies, photographs, etc. are very effective in
conveying information and message particularly to people who cannot read. Moving
visual images like films, video tapes, video discs, etc. are more effective in information
transfer than the still images like photographs, transparencies, slides, etc. CD-ROM
(Compact Disc Read Only Memory) and DVD (Digital Versatile Disc) are good
storage as well as learning devices. One CD-ROM (12 cm in diameter) can store
as many as 3, 25,000 pages of information. You will learn more about these sources
in subsequent sections. Microforms contain reduced images of books, maps, charts
or photographs. Depending upon the microfilm camera, the image can be reduced
from 10 times to 210 times. Microforms presently are used for preservation of
information contained in old and rare documents. For reading what is stored in
microforms, you need a microfilm reader printer, which enlarges the image so that
it can be read by the naked eye and printed if desired.
a) Sound or Audio Recording
All of us are familiar with audio cassettes and audio tapes that we use at home for
listening to music. Now to enhance learning many publishers are offering their books
in print as well as in other media such as on CD, MP3-CD, and cassettes. Following
are some examples of audio books with accompanied cassettes:

Fig.1.3: Audio Books with Cassettes

Source: www.amazon.com

b) Artifacts and Realia

Artifacts are handcrafted objects made by human skill or works that are historically
and archaeologically interesting, for example a tool and by a cave man, cave painting
etc. Realia is a term used in library science and education to refer to certain real life
objects. In education, realia are actual objects such as types of woods or fabrics
used as tools in teaching. In library classification system, realia are objects such as
coins, tools and textiles that do not easily fit into orderly category of printed material.
18
c) Electronic Media Categories of
Information Sources
Electronic media are media that require electronics or electromechanical energy to
access the content by the end-user. The primary electronic media sources cover
video recordings, audio recordings, multimedia presentations, CD-ROM, and online
presentations. Although the term is usually associated with content recorded on
storage medium, recordings are not required for some electronic media like live
broadcasting and online networking. Any equipment used in electronic communication
process (such as television, radio, telephone, desktop computer, video games, console,
and handheld devices) also comes under electronic media. Electronic media may be
either in digital or analog format. Digital data is stored on both, magnetic storage
devices and optical storage devices.
d) Magnetic Storage Media
Magnetic storage devices store data on a surface coated with a magnetic substance.
This covers analog as well as digital magnetic storage media. Analog magnetic media
include audio and video recordings which contain reel-to-reel tapes, audio cassette
tapes and video tapes which magnetically store sound and pictures. Magnetic tapes
can also be used to store data in digital format that is in binary code, where only two
magnetic states are needed. The polarity of the particles on the tape or disc determines
if the value is zero or one. Three common types of magnetic storage devices are
tapes, discs and hard drives. Tapes were the first type of magnetic storage media.
It is either reel-to-reel or in cartridge form. Tapes are inexpensive type of magnetic
storage but they are slow. You must either rewind or advance the tape to access the
required data. Tapes now have limited role because magnetic discs has proved to
be superior storage devices. Further disc data can be accessed directly as opposed
to data on tape, which can be accessed only sequentially. Discs like floppy discs
transfer small amount of data either between computers or to backup discs. Nearly
all computers used to have floppy drive, but they have since been replaced by CDs
or DVDs. Hard drives can store vast amount of data and are called random access
device, which means you do not have to search through hard drive to find data
before retrieving it.

Fig.1.4: Magnetic Tape Fig. 1.5: Cartridge

Source: www.ehow.com Source: www.planetscience.org

19
Information Sources and e) Optical Storage Media
Their Use
Optical media are storage media that hold the content in digital form and the content
are written and read by LASER. These media include CD-ROM (Compact Disc
Read Only Memory), DVD (Digital Versatile Disc)) and all variations of the two
formats such as CD-R, CD-RW, DVD-R, DVD-RW, etc. A DVD has more data
storage capacity than a CD and has better sound and picture quality. A CD has
storage capacity of about 700 megabytes (MB) where as a DVD can store about
4.5 gigabytes (GB) of data. CD-R and DVD-R record data only once and then
data become permanent on the disc. Where as CD-RW and DVD-RW are re-
recordable formats. The data on these discs can be erased and recorded over
numerous times without damaging the disc.

Fig. 1.6: CD-ROM

Source: www.shwetankeducation.com

Fig. 1.7: A DVD and DVD Player

Source: www.blackmoreit.com

20
f) Microforms Categories of
Information Sources
Microforms contain reduced images of books, newspapers, maps, photographs etc.
for storage and preservation purposes. In microforms the text or images of the
documents are photographically reduced. When it is in the form of roll film (similar
to the film in ordinary camera) it is called microfilm. When it is in the form of a flat
card size sheet (4x6 inches) it is called microfiche. Because these images are reduced
in size microform can store large amount of information in a small place. The process
of making microfilm copies is called microphotography. The material recorded on the
microfilm can be read by using microfilm reader. This machine enlarges the image on
the film and projects them onto a built-in screen. Some microfilm readers, called
reader printers, can also produce a paper copy of the enlarged image. In libraries
very old, valuable and fragile documents are often microfilmed to provide public
access to these documents without any risk to the originals.

Fig. 1.8: Microfiche

Source: www.scansolutions.co.uk

Fig. 1.9: A Roll of Microfilm and Microfiche

Source: www.access-system.ca
21
Information Sources and
Their Use Points to Remember
* Based on their physical forms, documentary sources are either on paper based
media or in other media.
* Paper-based documentary sources include published as well as unpublished
sources.
* Published sources are printed in large number of copies by the publishers and
are often priced.
* Unpublished sources are generally not printed and only a few copies are
produced for restricted circulation.
* Documentary sources are also available on wide range of media like
photographic, electronic, magnetic and optical.
* Manmade objects like globe, relief models, etc. also act as useful sources of
information.
* In microforms the text or image of the documents are photographically reduced.
Microforms are in the form of roll film or microfiche.
* Microforms are used for storage and archiving of documents.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
6) Fill in the blanks with appropriate words
a) Based on the physical form, documentary sources are either _________
or in _____________________.
b) In _____________media the content are written and read by LASER.
c) Three common type of magnetic storage devices are ______________
and _______________.
d) In ______________ the text and images of the documents are
photographically reduced.
Activity II
Go to a public library. Search for, a primary, a secondary and a tertiary source
of information. Write down the title of each source.
Ask the librarian how they are arranging their CDs, DVDs, audiotape and videotape
collection. Write down the details of the same in your note book.

1.3.2 Non-documentary Sources

Non-documentary sources of information are those sources which are not recorded
in any form. Under this category come:
i) Humans,
ii) Organisations,
22
iii) Mass Media other than print media, and Categories of
Information Sources
iv) Cyber Media.
i) Humans
Humans serve as useful sources of information for such information as has not been
recorded in any form. Humans, ranging from experts to common man act as important
sources of information depending upon the nature of information required. For instance,
in case of an accident, the people who are present at the accident site can serve as
useful witnesses. Similarly, an expert’s opinion is very valuable. When a researcher
encounters some problem while carrying out research and a solution is immediately
required, an expert may be of great help.
ii) Organisations
Similarly, organisations are also important sources of information. Organisations like
libraries and information centre, academic institutions, R&D institutions, museums,
archives, publishing houses, government establishments, etc. provide authentic, reliable
and timely information in their specific areas of activity. Such information at times is
not available elsewhere.
iii) Mass Media
The medium by which news, information, etc. is communicated to general masses i.e.
the public, is called mass media. Mass media include press (newspapers, magazines,
etc.), radio and television. Of these, radio and television have been found most
effective. The main advantage of a television is that it brings sight, sound and action
directly to users in their homes. The advantage of a radio is that people can listen
to radio programmes while traveling or doing other things like driving a car or
working at home. Radio stations located at various regions in the country broadcast
news (local, regional, national and international), entertainment, musical, sports and
educational programmes of various kinds. Radio stations broadcast suitable
programmes for all groups of people including men, women, children, farmers,
professionals, handicapped and others. Similarly the television is the most popular
mass medium offering a range of programmes through hundreds of channels. You
must have noticed there are special television channels devoted exclusively to telecast
news, movies, music, sports and games, religious discourses, tourism and travel,
fashions and styles, wildlife, history, science and technology. There are also television
channels exclusively devoted to telecast children’s progammes, cartoon network,
active learning, active cooking and live educational programmes for students. There
is a tough competition among various television agencies. Almost all events of public
interest are televised live on these channels to attract viewers. To encourage viewers
to participate, reality shows on these channels are also on the rise. Some of these
reality shows encourage the participants to display their talents. Television shows like
‘Kaun Banega Crore Pati’, Sa Re Gama Pa, ‘Jhalak Dikhla Ja’, Indian Idol, etc. are
some of the examples of reality shows.
iv) Cyber Media
Cyber media is another very important source of information. Media published on
the Internet or in cyberspace is called cyber media. This is interactive digital media
like Internet and is different from the traditional media such as print and television.
Cyberspace is the electronic medium of computer networks, in which online
communication takes place. The term cyberspace (from cybernetics and space) was
23
Information Sources and first coined by science fiction novelist William Gibson, in his 1982 story “Burning
Their Use
Chrome” and popularised by his 1984 novel “Neuromancer”. During 1990s, people,
especially academic community, started using the term ‘cyberspace’ for Internet and
then for the World Wide Web. Now the term has become a conventional means
to describe anything associated with computers, information technology, the Internet
and diverse internet culture. On this media individuals can interact, exchange ideas,
share information, provide social support, conduct business, create artistic media,
play games, and engage in discussions and other things. Internet allows millions of
people, all over the world to communicate and share information.
(http://www.en.wikipedia.org/wiki/Cyberspace)
Points to Remember
* Non-documentary sources of information are those sources which are not
recorded in any form;
* Non- documentary sources comprise humans, organisations, mass media (like
television and radio); and cyber media.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answer given at the end of this Unit.
7) Fill in the blanks with appropriate words
a) Humans are useful source for ______________ information.
b) Organisations provide ____________, _____________, and __________
information in their respective areas of activity.
c) Advantage of radio over ______________is that people can listen to it
while driving a car or doing other things at home.
d) _______________ is the most popular mass medium.

1.4 HISTORY OF THE DEVELOPMENT OF

INFORMATION SOURCES
You have learnt in the foregoing sections about different sources of information and
how to categorise them. The description of information sources is not complete until
we study how these sources have developed over a period of time. In this section
we shall provide you a bird’s eye view of the history of development of these
sources.
We have seen that people with some knowledge of any kind make their views, ideas,
observations, experimental research results etc. known to the fellow human beings
by writing or by other means of communication. This practice has been followed
since time immemorial. Early people probably communicated with one another by
sounds and gestures long before they developed actual words. No one knows how
human speech developed. Experts who study language and prehistoric ways of life
have made number of guesses. Many of these scholars think language began as an
imitation of sounds in nature, such as barking of certain animals, howling of wind, and
sound of streams or waterfalls.
24 After language developed, people exchanged news mainly by word of mouth. Runners
carried messages over long distances. Peoples also used drumbeats, fires and smoke Categories of
Information Sources
signals to warn against forthcoming calamity or danger from wild animals. Paintings
and drawings were the first steps towards a written language. People painted or
carved on cave walls or stones series of pictures to tell a story of successful hunting
trip or a violent storm. Gradually, people developed a system of small pictures to
represent most common objects and ideas. This type of writing is known as
‘pictographic writing’. Middle Eastern people called Sumerians developed the first
pictographic writing in about 3500 B.C. (The World Book Encyclopaedia).
Pictographic writing worked well for familiar things, but people faced difficulty in
writing new or unusual words. Gradually, they learnt to make each symbol represent
a sound instead of an object or idea. As a result, they could write any word in the
spoken language. With the development of written language people could exchange
written messages over long distances without depending on the memory of messengers.
Written messages could also be stored for later use. With the invention of writing,
prehistoric time ended and the period of written history began.
As the time progressed, the medium and method of recording information changed.
Recording medium changed from cave walls or stones to clay tablets, metals (lead,
copper, brass and bronze), linen, wooden boards, wax coated wooden tablets,
papyrus, parchment and vellum till the invention of paper. People in India used palm
leaves, the ancient Hindu religious writings called the Vedas were originally written
on palm leaves.
Invention of paper in 105 A.D. by the Chinese is a landmark in the history of writing
media. The Chinese art of papermaking gradually spread to other parts of the world.
People stated using paper for writing. Earlier books were written by hand by
professional writers called scribes. Most books written with hand during that period
(400 A.D. – 1400 A.D.) were decorated with beautiful, colourful designs and pictures
drawn on each paper. Painters frequently painted the design in colours, even in gold.
Leather bindings decorated with gold, silver and precious stones indicated the value
and importance of books. Because of the high cost and time involved in making these
books, the books were not available for public use. Only a few privileged one like
religious leaders or rulers belonging to royal families, etc. had access to these books.

1.4.1 Development of Printed Books and Other Sources

The Chinese made the first known printed book called Diamond Sutra in 868 A.D.
They printed each page from a carved block of wood. Ink was spread over the
raised surfaces on the block and the inked images were printed on paper. This type
of printing was known as block printing. The book as we know today resulted
from the invention of printing with movable types. In movable type printing, each
letter of the alphabet is made out of a separate piece of metal. Printers arrange the
metal types in any combination to produce the text they want. They can also reuse
the type. This method allowed printers to produce many different pages in shorter
time than with any previous method of printing. The Chinese invented movable types
in 1000’s and Koreans began using it in 1300’s. Europeans developed movable type
independently in mid -1400’s. There Johannes Gutenberg and his associates worked
to develop the printing process using movable types. The first book printed in
Europe using movable type appeared in Mainz, Germany during 1453 to1456 A.D.
One of the first books printed was a Bible in Latin. This Bible became to be known
as Gutenberg Bible. With the invention of printing press, it became possible to print
books quickly and in large number. The books were available to masses. Printing
quickly became the most important means of mass communication. This breakthrough 25
Information Sources and also paved way for education of masses. A number of academic institutions and
Their Use
libraries came up in 1600 A.D to support education particularly in European countries.
Printed books also brought many changes in libraries. Books gradually replaced
handwritten manuscripts. The books were put on open shelves, not in chest, as the
manuscripts had been. By 1600, libraries had started to look like present day
libraries. Shelves of books lined the walls and tables for readers stood in the middle
of the room. During 1600 the art of printing was also used in business. Printed
newssheets appeared in the Netherlands and other trading nations, which reported
mostly business news like which ships had landed and what goods they carried. The
newssheets also printed advertisements. These newssheets soon added non-business
news and became the first true news papers.

1.4.2 Emergence of Periodicals

In this period the scholars and scientists who carried out research, published their
findings in the form of books. This medium they found was unable to disseminate
research results quickly. Since, each scientist had to work for years to collect enough
findings, so that it can be published in the form of a book. The only other way they
communicated with their fellow scientists about their research was, by writing letters
to them or by meeting them in conferences. This was informal communication. They
needed a formal and quicker medium to disseminate their research results to avoid
duplication of research effort and establish priority in announcing their invention. This
led to the publication of periodicals. The first periodical was Le Journal des scavans
(Journal of Learned Men). The first weekly issue of this periodical was published in
Jan, 1665. It was in French language and contained articles, letters and notes. In the
same year Royal Society of London published a monthly scientific periodical called
Philosophical Transactions. The first issue was published in March, 1665. It contained
articles and listed important philosophical books. These two journals served as
models for subsequent scientific periodicals founded by learned societies and academic
institutions.

1.4.3 Emergence of Electronic Sources

In late 1800’s, a number of inventions like typewriter, telegraph, telephone helped
quicker dissemination of information. The telephones and telegraphs could send long
distance messages instantaneously through electric wires. Even electric cables were
laid in Atlantic Ocean to send telegraphic messages from United States to England
and other European countries.
In 1895, inventors used a branch of science and engineering called electronics to
send signals through space. In electronics electromagnetic waves are used to carry
signals, which travel through the space at the speed of light. Electronics made possible
the invention of radio, television, computers and other wonders of modern
communication.

1.4.4 Emergence of Mass Media

Mass medium (plural mass media) is any form of communication such as the press,
television, radio, and motion pictures, which reaches a large number of people.
Appearance of newssheets in trading nations during 1600 and their subsequent
development to newspapers was the first step towards development of mass media.
An important advance in printing came in 1811, when German printer named Freidrich
Koenig used steam engine to power the printing press. This invention allowed
newspapers to print large number of copies cheaply making mass circulation of
26 newspapers possible. The Times newspaper of London was the first to use Koenig‘s
press in 1814. Practical applications of electronics led to the invention of radio in Categories of
Information Sources
1906 and television in 1936. At present, radio, television and films are most powerful
mass media in India.

1.4.5 Emergence of Internet and World Wide Web

Advances in computers and telecommunication technologies in 20th century led to the
emergence of electronic sources of information, digital or electronic libraries, Internet
and the World Wide Web.
Internet is a global system of interconnected computer networks that serves billions
of users worldwide. The origin of Internet dates back to 1960, when United States
Department of Defense initiated a project to build a computer network, ARPANET
(Advanced Research Project Agency Network) that could maintain itself in adverse
condition. The project was started in 1968 and soon evolved into a goal of developing
techniques to build a large scale network. At first the goal of ARPANET researchers
was to develop one large network to connect computers over long distances. However,
by mid 1970s, it became clear that no single network was going to be able to serve
everyone’s needs. The researchers saw it would be more useful to develop a
technology that would connect various types of networks into a single large system.
This led to the concept of an ‘inter-network’ or ‘Internet’. By early 1970s, computer
power, speed and memory increased and so did the ability to communicate with
remote computers over the existing telephone lines on the Internet. At that time dial-
up online searches on the Internet were very expensive. Usage of Internet was
limited till the advent of World Wide Web or Web in 1990s. The emergence of
World Wide Web and coming up of a large number of Internet service providers,
offering Internet services to masses resulted in phenomenal increase in Internet usage
in the world. Thus, today’s Internet is not really a single large computer network; it
actually is a collection of tens of thousands of networks spanning the globe. The
Internet allows millions of people, all over the world, to communicate and share
information. You communicate by sending or receiving electronic mail, or by establishing
connection to someone else’s computer and typing messages back and forth. You
share by participating in discussion groups and by using many programmes and
information sources that are available free on the Internet. World Wide Web is the
dominant technology on the Internet. The World Wide Web began in 1989 as a
project by high-energy physics researchers in Switzerland to distribute research
results on the Internet to fellow physicists. Since then, the Web has rapidly moved
into the forefront of Internet technologies. You now see hundreds and thousands of
websites on the Internet.
The websites have web pages which have linkages as well as multimedia features.
Points to Remember
* History of information sources shows that before language developed people
communicated with each others by sound and gestures.
* After language developed people exchanged news by words of mouth.
* Paintings and drawings on the stones and cave walls were the first step towards
written language. This type of writing was known as ‘pictographic writing’.
* Later recording media changed from stones and cave walls to clay tablets,
metals, linen, wooden boards, wax coated wooden tablets, papyrus, parchment,
vellum and palm leaves.
27
Information Sources and
Their Use * Paper was invented in 105 A.D. by a Chinese and this became dominant
recording media.
* Most books were written on paper by hand till mid 1400 A D.
* Because of the high cost and time involved in copying books, the books were
not available to common people.
* Chinese made first known printed book called ‘Diamond Sutra’ in 868 A D
using block printing method.
* In Europe, Johannes Gutenberg developed movable type printing press around
1450.
* Invention of the printing press became a landmark in the history of printed
books, as it became possible to print books quickly and in large number.
* The books became available to masses and this paved the way for education
of masses.
* Need for quicker dissemination of research results led to the emergence of
periodicals in 1665.
* In 1800s a number of inventions like typewriter, telegraph, telephone helped
quicker dissemination of information.
* In 1895 inventers used a branch of science and engineering called ‘electronics’
to send signals through space. The electronics made possible the invention of
radio, television, computers and other modern wonders of communication.
* Advances in computers and telecommunication technologies in mid 20th century
led to the emergence of electronic sources of information, Internet and World
Wide Web.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
8) Match Column A with Column B
A B
a) The first printed book by the i) published by the Royal Society
Chinese was of London
b) German Printer Friedrich Koenig ii) led to the invention of radio and
television
c) Johannes Gutenberg iii) used a steam engine to power a
printing press
d) Philosophical Transactions was iv) led to the emergence of
electronic sources of information
e) Practical applications of electronics v) invented movable type printing
press

28
f) Advances in computers and ICT vi) ‘Diamond Sutra’
 Categories of
........................................................................................................................ Information Sources

........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

1.5 SUMMARY
The Unit deals with various types of information sources and how to categorise them
based on their information contents and physical form. Sources have been broadly
categorised into documentary and non-documentary sources. Under non-documentary
sources, humans, organisations, mass media (other than print media) and cyber
media have been covered. Documentary sources have been further divided based
on their information contents and physical form. Based on the information contents,
the documentary sources are further categorised as primary, secondary and tertiary
sources. Under primary sources primary periodicals, newspapers, technical reports,
dissertations, conference papers, patents, standards, and trade and product bulletins
have been covered. Under secondary sources indexes, bibliographies, indexing and
abstracting periodicals, reference books, reviews, textbooks, treatises, technical
translations have been covered. Under tertiary sources guides to the reference
sources, bibliography of bibliographies has been covered. Based on the physical
format, documentary sources can be either paper-based or in other media.
Documentary sources on non- print media include sources on audio-visual media,
electronic media, optical media and microforms. In the end a brief history of
development of various information sources have been dealt with.

1.6 ANSWERS TO SELF CHECK EXERCISES

1) a) information sources b) personal c) recorded d) unrecorded
2) a) F b) T c) F d) T
3) a) fundamental; technical b) Gazette of India Part 3 Section 2.
c) conference proceedings d) primary
4) a) primary b) tertiary c) secondary d) secondary
5) a) iv b) iii c) ii d) i
6) a) paper based; other media b) optical c) tapes, disks and hard drives
d) microforms
7) a) latest b) authentic, reliable and timely c) television d) television
8) a) vi b) iii c) v d) i e) ii f) iv

29
Information Sources and
Their Use 1.7 KEYWORDS
Access : To retrieve data from computer.
CD-R : Compact disc recordable data can be recorded
once only but can be read multiple times.
CD-RW : Compact disc rewritable data can be recorded
and erased multiple times.
DVD-R : Digital versatile disc recordable data can be
recorded once only and can be read multiple
times.
DVD-WR : Digital versatile disc rewritable- data can be
recorded and erased multiple times.
Index : List of names, subjects, topics, etc. arranged
alphabetically with indication to exact location.
LASER : Light amplification by simulated emission of
radiation.
Multimedia : The use of different media to convey
information. In multimedia text
together with audio, graphics, animation and
video is packaged on CD-ROM with links to
Internet.

1.8 REFERENCES AND FURTHER READING

Dhiman, Anil K., and Yashoda Rani . Learn Information and Reference Sources
and Services. New Delhi: Ess Ess Publications, 2005. Print.
Guha, B. Documentation and Information Services, Techniques, and Systems.
2nd ed. Calcutta: World Press, 1983. Print.
Krishan Kumar . Reference Service. 5th ed. New Delhi: Vikas Publishing House,
1995. Print.
Sharma,J. S., and D.R.Grover. Reference Service and Sources of Information.
New Delhi: Ess Ess Publications, 1987. Print.
Thomposon, Anthony H. Guide to the Production and Use of Audiovisual Aids
in Library and Information Science Teaching. Paris: UNESCO. (PGI-83/WS/
17), 1983. Print.

30
UNIT 2 TYPES OF INFORMATION
SOURCES
Structure
2.0 Learning Outcomes
2.1 Introduction
2.2 Periodicals and Their Types
2.2.1 Scholarly Periodicals
2.2.2 Trade and Business Periodicals
2.2.3 Popular Periodicals
2.2.4 Magazines
2.2.5 Newspapers
2.2.6 E-Journals

2.3 Secondary Periodicals

2.3.1 Indexing Periodicals
2.3.2 Abstracting Periodicals

2.4 Bibliographies
2.4.1 National Bibliography
2.4.2 Trade Bibliography
2.4.3 Subject Bibliography

2.5 Reference Sources

2.5.1 Dictionaries
2.5.2 Encyclopaedias
2.5.3 Ready Reference Sources
2.5.4 Geographical Information Sources
2.5.5 Biographical Information Sources
2.5.6 Statistical Information Sources
2.5.7 Current Information Sources

2.6 Secondary Sources: Survey Types

2.6.1 Books
2.6.2 Textbooks
2.6.3 Treatises
2.6.4 Reviews
2.6.5 State-of-the-Art Reports

2.7 Tertiary Sources of Information

2.8 Electronic Sources
2.9 Summary
2.10 Answers to Self Check Exercises
2.11 Keywords
2.12 References and Further Reading

31
Information Sources and
Their Use 2.0 LEARNING OUTCOMES
After reading this Unit, you will be able to:
 differentiate between primary and secondary periodicals;
 learn about different types of secondary sources including reference sources,
bibliographies and survey type of publications;
 know the types and utility of tertiary sources of information;
 understand the basic characteristics and uses of each one of these sources;
 identify the standard reference books and other secondary and tertiary sources
available in print and electronic format; and
 know the merits and demerits of various information sources in print and electronic
format.

2.1 INTRODUCTION
In Unit 1 you have been introduced to different types of information sources, and
learnt about their development and how they are categorised by the library professionals
based on their characteristics.
In this Unit you will learn in detail about each one of these sources with examples,
their basic information content and utility. You will also learn how to use them
effectively to provide services to the users who come to your library for assistance.
The Unit will also deal with advantages and limitations of these sources in print as
well as in electronic form.
In this Unit we shall cover primary periodicals, secondary periodicals, reference
sources like dictionaries, encyclopaedias, handbooks, yearbooks, almanacs,
directories, geographical sources, biographical sources, statistical information sources
and current information sources. In the category of tertiary sources we shall cover
guides to the literature, bibliography of bibliographies, etc.

2.2 PERIODICALS AND THEIR TYPES

A serial or periodical is any publication that appears at regular intervals (weekly,
monthly, quarterly, or annually) and intended to continue indefinitely. Magazines,
newspapers, journals and annual reports are all serials. A periodical is also referred
to as a journal. In general the information in periodicals is more timely, current and
up-to-date, than information in books. Periodicals are of many types such as scholarly
periodicals, trade and business periodicals, popular periodicals and magazines.
Scientific journals were the first ones to appear on the scene. Scholarly scientific
journals contain articles that disseminate current information on research and
development in particular subject fields. There are thousands of periodicals published
in the world. Ulrich’s periodical directory provides information on 300.000 active
and current serials published in the world by over 90,000 publishers covering 950
subjects and 200 languages. The directory covers academic and scholarly journals,
business and trade magazines, daily and weekly newspapers, open access and free
journals, irregularly published serials and indexing and abstracting periodicals. (http:/
/www.ulrichsweb.com/)

32
In this section we shall study five types of periodicals and e-journals with examples Types of Information
Sources
such as
 Scholarly Periodicals;
 Trade and Business Periodicals;
 Popular Periodicals;
 Magazines; and
 Newspapers.
 E-Journals

2.2.1 Scholarly Periodicals

Scholarly periodicals are published by learned societies, R&D organisations, universities
and some reputed commercial publishers. These journals generally publish research
results. To maintain the journal’s standard, each article submitted for publication is
sent to the subject experts (called referees) to scrutinise the article for its standard
as well as the validity of the research results reported. If an article is not up to the
mark, it is either rejected or sent back for revision. The article is accepted for
publication only when it is approved by the referees and fulfils all the criteria laid
down by the publisher of the journal. Because of the rigorous evaluation process,
these publications are also referred to as refereed or peer-reviewed journals. Each
article in such journals becomes permanent record of science.
 The purpose of the scholarly journal is to report original and significant research
in a particular discipline in order to make such information available to the rest
of the scholarly community. These journals are primary sources of information
and also called primary periodicals.
 These periodicals are the best source of information on new or current topics.
The subject may be too narrow for publication in a book. In many disciplines
periodicals are major means of communication for in-depth knowledge of the
subject.
 Articles are written by researchers, professionals or experts in the field. The
articles are mostly technical in nature and cannot be understood by readers who
lack the subject background.
 These journals are meant for scholarly audience and are called scholarly journals.
 These journals generally do not carry any advertisements.
 Each issue is consecutively numbered and all issues in a volume usually have
continuous pagination.
 A scholarly journal article often has an abstract (a descriptive summary of the
article) before the main text of the article.
 Each article has the address of the author/s.
 The article always cites the sources in the form of a bibliography or footnotes.
These bibliographies contain references to other scholarly writings.

33
Information Sources and Example of a scholarly journal:
Their Use

Fig. 2.1: A Scholarly Journal

Source http://niscair.res.in/
NISCAIR ONLINE PERIODICALS REPOSITORY (NOPR) >
NISCAIR PUBLICATIONS >
Research Journals >
Indian Journal of Biochemistry and Biophysics (IJBB) >
IJBB Vol.46 [2009] >
IJBB Vol.46(1) [February 2009] >

Title: Alterations in plasma nitric oxide during aging in humans

Authors: Maurya, Pawan Kumar
Rizvi, Syed Ibrahim
Keywords: Nitric oxide
Aging
Human
Oxidative stress
Issue Date: Feb-2009
Publisher: CSIR
Abstract: Nitric oxide (NO) is relatively harmless, but along with superoxide radical
becomes precursor of many toxic species, such as peroxy and hydroxyl
radicals, hydrogen peroxide, and peroxynitrite. In the present study, we
determined plasma NO as a function of human age and correlated NO levels
with total antioxidant capacity of the plasma. Results showed significant
increase in NO level as a function of human age and plasma NO level
positively correlated with total antioxidant potential. Increased NO may
contribute to the development of oxidative stress during aging.
Page(s): 130-132
ISSN: 0301-1208
Source: IJBB Vol.46(1) [February 2009]

Files in This Item:

File Description Size Format

IJBB 46(1) 130- 130.27 Adobe
View/Open
34 132.pdf kB PDF
The abstract of an article from Indian Journal of Biochemistry and Biophysics Types of Information
Sources
Vol 46(1), February 2009 is presented above.

2.2.2 Trade and Business Periodicals

 Trade and business periodicals cover articles, news, trends and issues for specific
business and industry.
 These journals are published by trade organisations and commercial publishers.
 Authors can be professionals in the field or journalists working for the publisher.
 Articles cover industry trends, new products or techniques. The journal also
covers organisational news.
 There are lots of advertisements related to specific industry or trade. Index to
the advertisers is also included.
 The periodical is mostly published on glossy paper and has colourful illustrations.
 Though the language of the articles tend to be related to terms specific to
industry or trade, the articles are written for general educated audience.
Example of a trade and business periodical

Fig. 2.2: A Trade and Business Periodical

Source: www.indianchemicalcouncil.com
Chemical News (Formerly Chemical Industry News) is published monthly. The
journal publishes articles related to chemical industry, highlights the latest developments
in various sectors of chemical industry and disseminates information and statistics
regarding technological progress achieved in India and abroad.

2.2.3 Popular Periodicals

Popular periodicals contain articles in a particular subject area written in simple
language which an educated person can understand.

35
Information Sources and  Popular periodicals are meant for general public who do not have specialised
Their Use
knowledge of a particular subject.
 These are published to inform, educate and entertain.
 The purpose of popular periodicals in areas of science and technology is to
popularise science and technology.
 These are published by R&D organisation, government departments and
commercial publishers.
 Articles are not refereed, but are reviewed and approved by periodical’s editor
for publication.
 Articles are mostly short and sometimes do not contain references.
Examples of popular periodicals
Science Reporter (English, Monthly)
Vigyan Pragati (Hindi, Monthly)
Science-ki-Dunya (Urdu, Quarterly)
The three periodicals listed above are popular periodicals (also called popular
magazines) published by NISCAIR. These journals publish popular science articles
on contemporary science topics, cover humour and puzzles, quizzes, crosswords,
information on amazing scientific discoveries, science projects and biographies of
scientists.

Fig. 2.3: Popular Periodical

Source: www.nopr.niscair.res.in
Indian Farming (English, Monthly)
Kheti (Hindi, Monthly)
Phal-Phool (Hindi, Bi-monthly)
The above mentioned three periodicals are popular periodicals published by Indian
36
Council of Agricultural Research. The purpose of these periodicals is to present Types of Information
Sources
scientific information in popular style to the farmers and people interested in the
application of science in day-to-day problems of farming. They cover all aspects of
farming in various agro climatic conditions all over India. The journals cover crops,
poultry, fish, fruits, agricultural technology, agricultural economics and agricultural
policies. Journals contain articles, editorial pages, and book reviews.

2.2.4 Magazines
 The magazines are designed to entertain, sell products, and give practical
information and/or to promote a viewpoint.
 They are published by newspaper and commercial publishers
 The authors are journalists, and freelance writers.
 The content includes popular personalities, news and general interest articles.
 The appearance is marked by glossy covers and contains lots of colour
illustrations and photographs.
 They include a lot of advertisements.
 The language is simple and designed to meet a minimal education level.
 Each issue begins with page number one.
Examples of Magazines

Fig. 2.4: India Today Magazine in English

Source: www.indiatodaygroup.com

37
Information Sources and
Their Use

Fig. 2.5: India Today Magazine in Hindi

Source: www.ebookee.org

2.2.5 Newspapers
 Newspapers are commercial periodic publications that are issued daily, weekly
or biweekly.
 They includes news, current events, advertisements and topics of general interest.
 The main purpose of the newspaper is to inform, explain, influence and entertain
broad audience.
 The authors are freelance writers or journalists, but can also be scholars.
 Articles are generally short. The language is simple and designed to meet a
minimum education level.
 Articles are generally illustrated with coloured photographs.
 Advertising can be moderate to heavy.
Examples of newspapers:
The Times of India
The Hindustan Times
The Indian Express
Nav Bharat Times
Dainik Jagran

2.2.6 E-Journals
The e-journal can be defined as any serial produced, published and distributed
nationally or internationally via electronic networks. Journals in electronic media are
known as paperless journals, online journals and most popularly known as e-journals.
A e-journal on CD-ROM is like having printed journal in the library. However, it
38
requires computer and requisite software to read. It has many advantages over print
journal. CD-ROM with its storage capacity of over 250,000 pages can provide full Types of Information
Sources
text of individual or collected journals of various subjects. Online journals or e-
journals on the Internet can be accessed remotely at any time and from anywhere.
Points to Remember
* A periodical or a serial is a publication that appears at regular interval and
intended to continue indefinitely.
* Periodicals are also called journals and are of many types.
* Scholarly periodicals are primary periodicals, which publish original research
articles.
* Trade and business periodicals cover articles, news, and issues related to
specific business and industry.
* Popular periodicals cover popular science articles on current areas of science
and technology for the common people.
* Magazines cover stories, poem, serialised fiction articles of general interest,
news, and sketches of popular personalities. Magazines are published to
entertain, sell products, and give practical information and/or promote a
viewpoint.
* Newspapers are commercial periodicals covering news on current events,
advertisements and writing of general interest.
* A e-journal can be defined as any serial produced, published and distributed
nationally or internationally via electronic networks.
Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
1) Fill in the blanks with suitable word(s) from the list
a) Scholarly periodicals are _____________ periodicals. (Popular, referred,
business)
b) Trade and business periodicals are important for people in
_____________. (Colleges and universities, banking sector, industry sector).
c) Popular periodicals aim to _______________science. (Teach, spread,
popularise)
d) Scholarly periodicals convey________________information. (Popular,
business, research)
2) Define e-journals.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
39
Information Sources and
Their Use Activity I: Go to a library. Find out where periodicals are displayed. Pick up the
latest issue of a scholarly periodical, a popular periodical and a magazine.
1) Write down the title of each periodical, its year of publication, issue number
and periodicity.
2) Browse the content page of each periodical and note down the content.
3) Check for advertisements in each issue, instructions to the authors and the
pagination.
4) Write down what are the differences in these periodicals with regard to the
type of information covered, instructions to the authors and advertisements.

2.3 SECONDARY PERIODICALS

Information published in primary sources on a subject is widely scattered and is
available in large number of sources like primary periodicals, technical reports,
dissertations, conference papers, patents, standards and so on. In addition, the
research results are published in different languages. This makes it very difficult for
a researcher to keep track of what is latest in her/his field of interest. To solve this
problem there are other set of publications called secondary periodicals which regularly
scan the literature published in primary sources, select the relevant items, arrange
their citations or abstracts in helpful sequence and bring them to the notice of researchers
at weekly, fortnightly or monthly interval. These publications contain bibliographical
references of each item with or without abstracts. A secondary periodical with abstract
is an abstracting periodical and without abstract is an indexing periodical. These
publications bring together recently published literature in specific discipline scattered
over wide range of primary sources. There are many types of secondary periodicals
however, we shall cover here the following two types:
 Indexing Periodicals
 Abstracting Periodicals

2.3.1 Indexing Periodicals

In indexing periodicals the relevant items with full bibliographical details are selected
from primary sources and are arranged either under broad subject headings or under
class numbers. This arrangement brings all the items on the same subject together.
The indexing periodical also provides author and subject indexes of the items covered.
Examples of indexing periodical
Index Medicus is a monthly indexing periodical, indexing over 5511 journals in the
field of medicine and allied areas. Published by National Library of Medicine, it is
no longer available in print format. Online version is searchable through MEDLINE.
The Reader’s Guide to Periodical Literature is an indexing periodical published
every month by H W Wilson Company. Covers recently published articles in 400
scholarly journals and popular magazines in wide range of subjects.
Reader’s Guide Full Text Mega Edition is the online version of the Guide
providing online access to abstracts of the articles as well as full text articles from
215 periodicals.

40
2.3.2 Abstracting Periodicals Types of Information
Sources
In the abstracting periodical the contents of the selected items are condensed or
summarised (called abstracts) along with bibliographical details of the document.
Bibliographical details of the document help the reader to identify and locate the
original document. For instance, if the document is a journal article, bibliographical
details will provide the name(s) of the author(s), title of the article, title of the journal,
its volume number, issue number, year of publication and the page numbers of the
article. The abstract of the article helps the user to decide whether to read the full
document or not. At times, a well-prepared abstract serves as a substitute for the
original document. Abstracting periodicals also provide, author, subject and various
other indexes.
Examples of Abstracting Periodicals
Indian Science Abstracts is a semi-monthly abstracting periodical reporting the
scientific research done in India. Published by NISCAIR, the periodical covers
research and review articles from Indian scientific and technical periodicals, proceedings
of conferences, patents, standards and theses.
Indian Science Abstracts on CD-ROM is a cumulative database of nearly 200,000
abstracts covering the period from Jan. 1990 to Dec. 1999. The database is searchable
by keywords, author, corporate author, ISA issue number and year of publication.
Library and Information Science Abstracts is an international abstracting periodical
covering 440 periodicals in library and information science including related areas
such as publishing, online retrieval and new information technology. Periodicals from
more than 68 countries and in 20 languages are covered. Updated biweekly, the
database has over 337,680 records as on Jan. 2011. The coverage dates back to
year 1969. No print version is available.
A large number of indexing and abstracting periodicals, ranging from a broad subject
area to a very narrow specific subject field is published. At present most of the
national and international indexing and abstracting periodicals are available in three
formats:
 Print
 CD-ROM and
 Online on the Web

2.4 BIBLIOGRAPHIES
A bibliography is a list of documents that share a common factor that may be subject,
a language, a period, an author or something else. The list may be comprehensive
or selective. The list is arranged in some order. Such a bibliography known as
enumerative or systematic bibliography, attempts to record or list. Each entry provides
bibliographical details of the document. An entry for a book contains the following
information:
 Author(s)
 Title of the book
 Publisher
 Place of publication
41
Information Sources and  Date of publication
Their Use
An entry for a journal article contains
 Author(s)
 Article title
 Journal title
 Vol. no, Issue no., year of publication
 Pages

2.4.1 National Bibliography

A national bibliography lists the publications produced from a nation.
Example of a national bibliography
Indian National Bibliography, compiled by Central Reference Library, Kolkata.

2.4.2 Trade Bibliography

Trade bibliographies are brought out by publishers, book sellers, distributors and
printers etc. These bibliographies list books which are meant for sale. Trade
bibliographies are used by the libraries to select books for the library.
Example of a trade bibliography
Indian Books in Print: A select Bibliography of English Books Publisher: Indian
Bureau of Bibliographies.

2.4.3 Subject Bibliography

A subject bibliography lists the documents on a given subject. Literature search and
compilation of a subject bibliography are important services of the library. Sometimes
these bibliographies are compiled on regular basis in anticipation of the users needs.
There are also bibliographies which are compiled on special occasions such as
seminars and workshops to provide the participants with the latest literature on the
subject. University and special libraries offer this service more frequently than the
public library.
Example of a subject bibliography
Subject Bibliography on Computer-Assisted Biblical and Theological
Research/Harry Hane. Tronto: Tyndale Seminary, 1996-99.
Points to Remember
* Secondary periodicals are based on primary sources of information.
* These periodicals index and bring together the recently published literature on
all the subjects or on a specific field from different primary sources.
* A secondary periodical with abstracts is an abstracting periodical and without
abstracts is an indexing periodical.
* A bibliography is a systematic list of books or some other documents that
share a common factor, such as a list of books on a subject, or of a language
or of an author or of a period or something else.
42
 Types of Information
* A national bibliography lists the publications produced from a nation. Sources

* A subject bibliography lists books on a subject.

* A trade bibliography lists books of a publisher, printer, book seller or distributor
to inform people about recently published books available for sale.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
3) Fill in the blanks with suitable words
a) Indexing and abstracting periodicals are _____________periodicals.
b) A secondary periodical without abstracts is an ____________periodical.
c) A ____________bibliography lists the publications produced in a country.
d) A trade bibliography lists books of __________, ___________,
_________, and _____________.

2.5 REFERENCE SOURCES

Reference books, as the name indicates are referred to or consulted only, as and
when the need arises, and is not meant for continuous reading. Reference books
include among others dictionaries, encyclopaedias, handbooks, yearbooks, almanacs,
directories, biographical sources, geographical sources, statistical information sources
and current information sources. You must be familiar with dictionaries and
encyclopaedias, as you might have used any one of them during your class assignments,
or you might be having one at home. Librarians usually provide reference services
on the basis of the collection of reference books, which are placed separately in the
library. A reference book is different from other books as it is used for consultation
only and is not meant for continuous reading. For instance, you normally use a
dictionary to find the meaning of a word, you do not read it page-by-page as you
do with textbooks and story books. Reference books in a library are used to provide
ready reference service to the library users. This service is concerned with providing
answers to fact finding questions, such as what, where, who, when and how type.
Given below are some of the typical reference queries:
 What is the height of Mount Everest?
 What is the population of Delhi?
 Where is ‘Mansarovar’ lake located?
 Who discovered America?
 How many newspapers are published in India?
 When will the next total solar eclipse occur?
The required information is located in reference books like dictionaries, encyclopaedias,
yearbooks, almanacs, gazetteers and biographical sources to provide the service.
Most of the reference books are specifically designed to provide required information
quickly and in most convenient form. Let’s start with a dictionary.
43
Information Sources and 2.5.1 Dictionaries
Their Use
The word ‘dictionary’ comes from the Medieval Latin word dictionarium (meaning
collection of words or phrases), which in turn came from Latin term dictio meaning
“word”. The ancient Greeks and Romans were the first to produce dictionaries. But
most Greek and Latin dictionaries were either lists of rare and difficult words or
specialised list of words.
A modern dictionary is a book containing words of a language arranged alphabetically
with their meanings. Most dictionaries tell us much more than the meaning of the
words. Many list pronunciations, grammatical labels, illustrative quotations, synonyms,
antonyms, usage notes, etymology and other information. Some dictionaries give
derivation and history of the words too.
Types of Dictionaries
Dictionaries give meanings of many kinds of words. Dictionaries include ordinary
words of everyday life, technical words, words used in scholarly writing, idioms,
words and phrases from other languages, new words emerging from scientific and
technical discoveries, important proper names and geographical names etc. In fact
no dictionary can record all the words of a language, as no language is static, new
words are coined in everyday speech, writing as well as due to the ongoing research
in science and technology.
Based on the number of words, scope and coverage of other items of information,
the dictionaries can be categorised into following groups:
 General language dictionaries;
 Subject dictionaries;
 Special purpose dictionaries; and
 Bilingual and multilingual dictionaries
i) General Language Dictionaries
General language dictionaries cover the words of a language and give meanings,
definition, explanation, etc. of the words in the same language. The language may be
English, French, Hindi, German or Russian. For instance, English language dictionaries
will include English words and give their meanings in English language. These
dictionaries are also called monolingual dictionaries. These dictionaries include
information on commonly used words of a language as well as scientific, technical,
and other subject terms. General language dictionaries can further be divided according
to size, volume and the target user group. Comprehensive/Unabridged general
dictionaries contain a very large number of words and attempts comprehensive
coverage including obsolete words. These dictionaries try to cover all the words of
a language, including past as well as currently used words. Abridged/college
dictionaries usually contain less number of entries. Desk and children’s dictionaries
contain much less number of words.
Abridged/college dictionaries cover most common and currently used words. Children
dictionaries cover words related to the course curriculum. The meanings and definitions
are written in simple language which children can comprehend. Children dictionaries
also include more illustrations to make children understand the concept.
Most of the reputed publishers of unabridged standard general language dictionaries
44
bring out abridged, desk, college, and children edition of their dictionaries. Publishers Types of Information
Sources
of these dictionaries try to do continuous revision with each new edition they add or
delete a given number of words. This is particularly true for desk dictionaries which
are used by young people and must reflect current usage and new words introduced
into the language via radio, television, music, technology and the like. Following are
some examples of standard general language dictionaries:
Merriam-Webster’s Third New International Dictionary of the English
Language. The print edition of the dictionary is in 3 volumes. It was published in
1961 by G&C Merriam. Latest revision came in 2002.
The Dictionary has over 450,000 entries. At the end of the third volume there are
474 pages of Britannica World Language Dictionary in 7 languages. It contains
6000 most commonly used words in English language and its equivalent words in
French, German, Italian, Spanish, Swedish and Yiddish. Its second part includes the
foreign language word with its English equivalent.
Online version of this dictionary is Merriam–Webster Unabridged–Online
Dictionary. This dictionary is subscription-based with
 450,000+ words and definitions,
 143,000 etymologies,
 100,000 quotations,
 107,000 verbal illustrations, and
 3,100 pictorial illustrations.
In addition the dictionary provides access to Webster’s Collegiate Dictionary and
Thesaurus and Medical Spanish-English & French-English Dictionary. (http://
unabridged.merriam-webster.com)

Fig. 2.6: Merriam Webster’s Collegiate Dictionary (General Dictionary)

Source: www.writeanswer.com

45
Information Sources and
Their Use

Fig. 2.7: Merriam Webster’s Intermediate Dictionary (General Dictionary)

Source: www.amazon.com

Fig. 2.8: Merriam Webster’s School Dictionary (General Dictionary)

Source: www.tower.com

Merriam-Webster’s Collegiate Dictionary: The 11th Edition, published in 2003

includes 165,000 entries and over 225,000 definitions.
Merriam-Webster’s School Dictionary includes more than 100,000 words, nearly
1,000 illustrations and about 1500 usage examples
The Oxford English Dictionary (OED): The 2nd edition, published in 2003 by
Oxford University Press is in 20 volumes. The print edition includes 291,500 entries
in 21,730 pages. This dictionary is not a dictionary for ready reference. It is
encyclopaedic in nature in treatment of words. Under each word anything that can
be found about the historical development of the word is traced in chronological
order. Meaning, origin, relation to similar other words, various dialects, fashions in
speaking, pronunciation, compounds, derivatives are traced and every change is
illustrated with an example and each quotation is dated and source is indicated. The
46 history of the word and of the language is traced through three million quotations.
 Types of Information
Sources

Fig. 2.9: The Oxford English Dictionary

Source: www.socialtimes.com

Oxford English Dictionary- Online: This version is authoritative guide to the

meaning, history, and pronunciation of over 600,000 words -past and present- from
across the English-speaking world. The online version is updated every three months.
The last update was on March, 2012. The next update will be added to the dictionary
in June, 2012.

Fig. 2.10: A Page from Oxford English Dictionary

Source: http://www.oed.com
47
Information Sources and Concise Oxford English Dictionary, 11th edition has 240,000 entries. It covers
Their Use
all words, phrases and meanings that form central vocabulary of the English language
in the modern world. Special attention has been given to scientific and technical
vocabulary. The dictionary is also available in CD-ROM.

Fig. 2.11: Concise Oxford English Dictionary

Source: www.imagetime.info

Fig. 2.12: Oxford First Maths Dictionary

Source: www.amazon.co.uk

Oxford University Press has wide range of dictionaries for college students and
school children. There are learner’s dictionaries too for non-English speaking people.
Words included in students and children’s dictionaries are related to what they are
learning at school, the books they read at various levels from primary to high school
and above. Children’s dictionaries have more illustrations to explain the concept.
Some examples of these dictionaries from Oxford University Press are as follows:

48
Oxford Primary Dictionary for Age group 7-10 years has over 30,000 words and Types of Information
Sources
phrases.
Oxford Illustrated Children’s Dictionary for Age group 8-10 years has over
50,000 words and definition, with special focus on school subject vocabulary including
English, Mathematics and Science to help home work.
Oxford English Dictionary for Schools for Age group 11-16 years has over
50,000 words and phrases with examples from best children’s books to see usage,
as well as word families, synonyms and spelling notes.
Oxford Students Dictionary for intermediate to advance level includes over 52,000
words and phrases and their meanings in British and American English with curricula
words highlighted. It has 40 reference pages to support academic writing and improve
study skill. It has over 200 diagrams and illustrations to help students understand
scientific and technical aspects.
Oxford Essential Dictionary for learners of the English language. The dictionary
helps learners to learn the words they need to know and how to use them. It covers
19,000 British and American headwords with 13,000 examples. The Dictionary has
16 study pages to cover skills such as telephoning, letter writing and everyday
conversation. The CD-ROM version of the dictionary has speaking dictionary with
record and playback facility. It has picture dictionary with illustrations and 66 video
clips. One can view a free online demonstration of CD-ROM version of the dictionary.
(http://www.oxforddictionaries.com).
Oxford Advanced Learner’s Dictionary, 8th Edition for students and adult learners
of English. The dictionary has 184,000 words, phrases and meanings. The most
important meaning of about 3000 words is marked with key symbol. It has 32 page
writing tutor on CD-ROM with tips and guidance on tackling different types of
writing. The dictionary has 64-page colour visual vocabulary builder.
Oxford University Press (OUP) is the leading publisher of English language teaching
(ELT) materials for Indian schools. Specifically designed to meet needs of English
learners, OUP India (http://www.oup.co.in) has also provided electronic teaching
support in the form of CDs and through Web. The website, “Learning to
Communicate” (http://www.oupnltc.com) is recently launched website for school
education.

Fig. 2.13: Oxford Website for School Education

Source: www.oupnltc.com 49
Information Sources and World Book Dictionary: Published by World Book Inc., it is a two-volume English
Their Use
dictionary, bought out as a supplement to World Book Encyclopaedia. The dictionary
includes 225,000 terms and provides information about meaning, spelling, and
pronunciation of most important and frequently used words. It has over 3000
illustrations. Since, the dictionary is especially designed for use with World Book
Encyclopaedia, biographical and geographical information is not included. The
dictionary includes 124 pages of educational material on vocabulary development
and information on how to write effectively.
World Book Student Dictionary meant for grade 2 to grade 8 children covers
curriculum- related words and helpful illustrations to clarify the meaning. Words are
defined in simple manner for better comprehension.
Wiktionary is an online dictionary. It uses simpler words so it is easier to understand.
Wiktionary in English has 2,490,834 entries with definitions (as on 2 June 2011). It
is being updated every day. To find a word in it, we have to type it into the “search”
box given on the homepage. Wiktionary (from the words wiki and dictionary) is
a multilingual, web-based project to create a free content dictionary, available in 158
languages. Unlike standard dictionaries, it is complied collaboratively by volunteers,
dubbed as “Wiktionarians”, using wiki software, allowing articles to be changed by
almost anyone with access to the website. Like its sister project Wikipedia, Wiktionary
is run by the Wikimedia Foundation.
http://en.wikipedia.org/wiki/Wiktionary

Fig. 2.14: Wiktionary an Online Dictionary

Source: www.en.wikitionary.org

ii) Subject Dictionaries

General language dictionaries, even comprehensive ones, find it difficult to cover all
words of specialised nature and more and more such words are being coined every
day. Subject dictionaries concentrate on the definition of the words in a given subject.
These dictionaries are becoming increasingly common, due to increase in study and
research in different subject areas ranging from arts, humanities, social sciences to
science and technology. Some of the examples of subject dictionaries are as follows:
50
McGraw-Hill Dictionary of Scientific and Technical Terms, 6th edition, is a Types of Information
Sources
comprehensive dictionary of scientific and technical terms covering over 115,000
terms and 125,000 definitions in 104 areas of science and technology. Each term
is defined in clear and simple language, understandable to general reader. Pronunciation
key and the subject category of each term are given. There are over 3000 black and
white illustrations. The dictionary also contains 35-page table of elements, important
biographical listings and 12 more sections of scientific information.
Oxford University Press also brings out a wide range of subject dictionaries for
students such as Oxford Dictionary of Astronomy, Oxford Dictionary of
Chemistry, Oxford Dictionary of Biology, etc.
iii) Special Dictionaries
The dictionaries which are compiled for special purpose or which deal with linguistic
aspect of the words (such as pronunciation, synonym and antonyms etc.) or literary
aspect of the words (such as quotations, idioms, proverbs, etc.) or with special type
or class of words (such as obsolete words, abbreviations and acronyms, etc.) are
called special dictionaries. Though most of these aspects of the words are covered
by general language dictionaries as well, but special dictionaries cover these aspects
much more comprehensively. Special dictionaries supplement general language
dictionaries. Examples of special dictionaries are as follows:
Cambridge English Pronouncing Dictionary 17th edition. Published by
Cambridge University Press on CD-ROM. The dictionary provides spoken British
and American pronunciation for every word. Cambridge dictionary is also available
for mobile phones.
Cambridge Idioms Dictionary 2nd edition from Cambridge University Press. The
dictionary explains the meaning and use of over 7000 idioms in British, American and
Australian English.
Cambridge Phrasal Verb Dictionary is available online along with many other
titles from Cambridge dictionaries. Using Cambridge Dictionary Application, one can
download any Cambridge dictionary on mobile phone as well.
The Oxford Dictionary of Quotations. 7th edition 2009. Lists short quotations
that are common in English language and culture.
iv) Bilingual and Multilingual Dictionaries
The bilingual dictionaries give meaning of a word from one language to another
language. For example, an English-Hindi dictionary, will list words in English and give
their equivalent words in Hindi. This type of dictionaries is called bilingual dictionaries.
A multilingual dictionary gives meaning of a word in more than two or more languages.
These dictionaries, also called translating dictionaries, normally do not define the
words, but translate the words from one language to another . Many of them are
limited in scope to certain fields such as astronomy, biology and electronics. Bilingual
dictionaries can be unidirectional, meaning that they list the meanings of the words
of one language to another. They can be bidirectional, providing translation to and
from both the languages. Bidirectional bilingual dictionaries usually consist of two
sections, each listing words and phrases of one language alphabetically along with
their translation. These dictionaries are used by translators, linguistics, language students
and all those interested in foreign languages.

51
Information Sources and Examples of bilingual and multilingual dictionaries
Their Use
Concise Oxford Spanish Dictionary, 4th edition published in 2009. It is a
comprehensive English-Spanish and Spanish-English dictionary with 175,000 words
and phrases and over 200,000 translations. The dictionary has online edition as well.
Oxford Russian Dictionary, 4th edition in 2007. It has over 500,000 words and
phrases and translations. The dictionary is also available online.
Multilingual Biomedical Technical Dictionary: (in English, Spanish, Portuguese,
French, German, Swedish and Dutch). The dictionary covers over 40,000 entries
with about 40,000 synonyms and details each in English, French, Swedish, Portuguese,
Spanish, Dutch and German.
Shabdkosh- English-Hindi Dictionary (http://www.shabdkosh.com) the site
provides English to Hindi as well as Hindi to English translation. The site was
conceptualised and designed by Maneesh Soni, a graduate from Indian Institute of
Technology, New Delhi in 2003 with about 15,000 words from public domain
dictionary compiled by Ram Narain Lal. The dictionary has over tens of thousands
of words.

Fig. 2.15: Shabdkosh website for Hindi and English Translation

Source: http://www.shabdkosh.com
Many sites offer free translation facility on the Web. Listed below are some of these
sites:
http://www.bablfish.yahoo.co/
http://www.freetranslation.com/
http://www.systran.com/
http://www.babylon.com/
http://translate.google.co.in/
http://www.google.com/dictionary
52
2.5.2 Encyclopaedias Types of Information
Sources
The word encyclopaedia comes from Greek words ‘enkyklios paideia’, meaning
general or well-rounded education. An encyclopaedia contains information about
people, places, events, and things. It may deal with all areas of knowledge or may
be limited to just one subject area. A general encyclopaedia includes information on
topics in every field of knowledge. Specialised encyclopaedias provide more detailed
and technical information on specific area of knowledge such as arts, science and
technology or social sciences.
A well-planned general encyclopaedia presents facts about humanity, human beliefs,
ideas, and achievements; about the world people live in; and about the universe of
which they belong to. It presents these facts using language that is easy to understand.
An encyclopaedia is concerned with who, what, where, when, how, and why of
things. For example, an article on television tells what television is and who invented
it, as well as when and where. It also describes how television works and why it is
important for people.
Different articles in an encyclopaedia vary in length ranging from a paragraph to over
hundred pages depending upon the topic covered; target audience and type of
encyclopaedia (whether single volume or multivolume encyclopaedia). Articles in a
standard encyclopaedia are written by the subject specialists and then edited by the
encyclopaedia staff editors to conform to policies of the encyclopaedia in terms of
content, style and punctuation. The editorial staff ensures that each article in the
encyclopaedia has similar writing style, headings and sub-headings. Pictures and
diagrams are included wherever necessary to clarify the concepts and enhance learning
process. Most encyclopaedias are arranged alphabetically from A to Z. Some are
topically arranged, such as one volume may be devoted to animals, another to plants,
earth and universe, or some other subjects.
Types of Encyclopaedias
Encyclopaedias can be broadly divided into two types
 General encyclopaedia; and
 Subject encyclopaedia
i) General Encyclopaedias
A general encyclopaedia covers all fields of knowledge, while a subject encyclopaedia
is devoted to a single subject such as Encyclopaedia of Physics or group of subjects
such as Encyclopaedia of Science and Technology.
General encyclopaedias can be further categorised according to size (single volume-
set or multivolume-set) and target users (for adults, students or children).
Most of the publishers of general language encyclopaedias bring out different sets of
encyclopaedias for adults, students and children of various age groups. Articles in
children’s encyclopaedias are written in simple language and large numbers of
illustrations are included to make the topic clear and understandable.
Examples of encyclopaedias
Encyclopaedia Britannica is a general English language encyclopaedia, published
by Encyclopaedia Britannica Inc. The set contains 73,645 articles. The articles are
53
Information Sources and aimed at educated adults and are written by about 100 full time editors and more
Their Use
than 4000 expert contributors. It is regarded as the most authoritative and scholarly
encyclopaedia. The 2010 Edition of the encyclopaedia in print consists of following
32 volumes
 12- volume Micropedia with short articles (generally fewer than 750 words)
for ready reference;
 17-volume Macropedia with long articles (ranging from two to 300 pages) for
in-depth study of a topic.
 One-volume Propaedia giving outline of knowledge; and
 2-volume Index.

Fig. 2.16: Encyclopaedia Britannica 32-Volume Set

Source: www.notquiteamerican.worldpress.com

Britannica Concise Encyclopaedia in single volume has 28,000 short articles

condensing the larger 32-volume Britannica.

Fig. 2.17: Single volume Britannica Concise encyclopedia

Source: www.britannicaindia.com
54
Compton’s by Britannica first published in 2007, incorporating Compton’s Types of Information
Sources
Encyclopaedia. It is for students aged 10-17 years and consists of 26 volumes and
11,000 pages.

Fig. 2.18: Compton’s by Britannica

Source: www.britannicaindia.com
Britannica Student Encyclopaedia: The encyclopaedia in 16-volume Britannica
Student Encyclopaedia has more than 2,300 articles with 3,300 photos, illustrations,
charts and tables to make students understand the concept and subjects. It has
1,000 maps and flags of various countries of the world.

Fig. 2.19: Britannica Student Encyclopaedia

Source: www.ebooks3000.com
Recent advances in information technology and rise of electronic encyclopaedias
such as Microsoft Encarta and Wikipedia has reduced the demand for print
encyclopaedias. The publisher of the Encyclopaedia Britannica has developed
electronic version of the encyclopaedia on CD-ROM, DVD and World Wide Web.
The Britannica.com Inc. has developed digital versions.
Encyclopaedia Britannica Ultimate Reference Suite 2006 DVD contains
100,000 articles. This covers 73,645 regular Britannica articles and rest is drawn
from Britannica Student Encyclopaedia, Britannia Elementary Encyclopaedia and
‘Book of the Year (1993-2004)’. In addition the DVD provides additional information
in the form of maps, videos, sound clips, animations and web links. The DVD also
offers study tools and thesaurus entries from Merriam-Webster Dictionary. 55
Information Sources and
Their Use

Fig. 2.20: Encyclopaedia Britannica Ultimate Reference Suite

Source: www.filepan.com
Encyclopaedia Britannica Online contains the text of 32-volume Encyclopaedia
Britannica plus additional articles and images not available in the print set. It has
more than 120,000 articles. The site offers natural language searching and A-Z
browsing facility. It is continually updated to provide most current information. It has
daily features, updates and links to news reports from The New York Times and the
BBC. Subscriptions are available on yearly, monthly or weekly basis. Special
subscription plans are offered to schools, colleges and libraries.

Fig. 2.21: Encyclopaedia Britannica Online Screen

Source: http://www.britannica.com/

Encyclopaedia Britannica Children’s Encyclopaedia on CD-ROM: Designed

for children in the age group 7-14 years it covers topics for students in grades

56
1-9. It contains a total of 18,555 articles, from Britannica Elementary Types of Information
Sources
Encyclopaedia (2,699 articles) and Britannica Student Encyclopaedia (15,856
articles). In addition, the disc contains The Merriam-Webster Student Dictionary
and Thesaurus and a complete World Atlas. The CD provides multimedia facility,
with video clips, audio clips and virtual tours.
Encyclopedia Americana is another general English language encyclopedia available
in 30 volume print set. The encyclopedia has more than 45,000 articles and most of
them are more than 500 words in length and many run into considerable length (US
article is more than 300,000 words). The articles are written by 6,500 expert
contributors. The coverage of American and Canadian geography and history is
more comprehensive.
The set is now marketed as online encyclopaedia by Scholastic as Grolier Online.
(http://www.teacher.scholastic.com/products/grolier/
Grolier Online provides online access to eight curriculum-based databases and
over 500,000 links to academically relevant articles, websites and periodicals. Three
of the eight databases cover the following encyclopaedias
Encyclopedia Americana, New Book of Knowledge and Grolier Multimedia
Encyclopaedia.

Fig. 2.22: Encyclopedia Americana Online

Source: http://teacher.scholastic.com/products/grolier/program_EA.htm

The New Book of Knowledge is an online resource for elementary school children
and beyond and also good for English learners.

57
Information Sources and
Their Use

Fig. 2.23: The New Book of Knowledge Online

Source: http://teacher.scholastic.com/products/grolier/program_TNBON.htm

Grolier Multimedia Encyclopedia for middle school children and beyond. The
online encyclopaedia provides quick access to reference articles and media resources.

Fig. 2.24: Grolier Multimedia Encyclopedia online

Source: http://teacher.scholastic.com/products/grolier/program_GME.htm

World Book Encyclopaedia 2011: Published by World Book Inc., the encyclopaedia
is in 22 volumes and has 14,000 pages and 27,000 photographs and illustrations.
The encyclopaedia is updated annually. Expert contributors, advisers, editors and
researchers collaborate to ensure that articles are accurate, understandable and reflect
current scholarship. Sold as a family set, the articles are meant for wide range of
readers. Each article begins with the most basic information, including definition and
pronunciations and proceeds to explain most complex topics with clear text and
useful images. Online versions of the World Book Encyclopaedia are World Book
Advanced, World Book Students and World Book Kids.
58
World Book Advanced is an online encyclopaedia and reference site tailored to Types of Information
Sources
the needs of secondary and college students. The site includes World Book
Encyclopaedia content, e-books, multimedia, dictionaries, atlas and local and country
research guide to help students to find and compile data they need. The site offers
students to create and save their research results within the site.
World Book Student The site includes all the articles of the World Book Encyclopaedia
print set plus 8000 more articles, 9500 more pictures and maps, 115 videos, and
animations, 9300 sounds including pronunciation and links to 100 simulated websites.

Fig. 2.25: World Book Student website

Source: http://www.worldbookonline.com/training/student/index.htm

World Book Kids is an online product based on World Book Students Discovery
Encyclopaedia. The site is designed for younger users from grade 1 through 5. The
site provides simple-to-read articles with illustrations and embedded multimedia. The
site provides tools for exploring places, over 200 educational games and activities
and useful teaching tools for teachers.
(http://www.worldbookonline.com/)

Fig. 2.26: World Book Kids Website

Source: http://www.worldbookonline.com/training/kids/index.htm 59
Information Sources and Wikipedia is a multilingual, Web-based, free content encyclopaedia project. The
Their Use
name Wikipedia derives from the words wiki and encyclopaedia. Wikipedia’s articles
provide links to guide the user to related pages with additional information. Wikipedia
is written collaboratively by volunteers from all around the world. Since its creation
in 2001, Wikipedia has grown rapidly into one of the largest reference Web sites,
attracting at least 684 million visitors yearly by April 2012. There are more than
1,00,000 active contributing articles to the encyclopaedia in more than 284 languages.
As of today, there are 3.9 million articles in English. Every day hundreds of thousands
of visitors from around the world make tens of thousands of edits and create thousands
of new articles to enhance the knowledge held Wikipedia. http://en.wikipedia.org/
wiki/Wikipedia:About

Fig. 2.27: Main Page of Wikipedia

Source: http://en.wikipedia.org/wiki/Main_Page

ii) Subject Encyclopaedias

A subject encyclopaedia provides detailed information on specific area of knowledge
such as arts and humanities, science and technology, social sciences, etc. There are
thousands of subject encyclopaedias ranging from broad subject area to a very
narrow subject field. For example there is an encyclopaedia of science and technology
(a broad subject area) and an encyclopaedia on pigeon breeds (a narrow subject
field). There are multivolume as well as single volume subject encyclopaedias. Some
subject encyclopaedias are meant for subject specialists and some are for students
and general readers interested in that subject.
Examples of subject encyclopaedias
McGraw-Hill Encyclopaedia of Science and Technology, 10th edition, is an
English language 20-volume encyclopaedia specifically focused on scientific and
technical subjects. The encyclopaedia covers life sciences, physical sciences as well
as engineering and technology topics.
The McGraw-Hill’s ‘Access Science’ website provides online access to this
encyclopaedia.
McGraw Hill Concise Encyclopaedia of Science and Technology is one-volume
set based on the full set. The latest edition i.e. 6th edition was published in 2009.
60 (http://www.mhprofessional.com)
Encyclopaedia of Library and Information Science published by Marcel Dekker, Types of Information
Sources
is a 35-volume cyclopedia (33-volume comprise the main encyclopaedia and
2-volumes index) providing librarians, information/computer scientists, documentalists
and students of library and information science convenient access to tools and
techniques of both library and information science. The articles are written by over
1300 subject experts. The encyclopaedia is regularly bringing out supplements (each
supplement contains A-Z coverage). The supplements highlight new trends, describe
the latest advances and give information about people making crucial contributions
to this rapidly growing field. So far 26 supplement volumes have been published
(Volume- 36 to Volume- 61).
Points to Remember
* Reference books are meant for consultation and not for continuous reading.
* Reference books collection in the library is used for providing reference service
to the users.
* Reference books comprise dictionaries, encyclopaedias, ready reference
sources, geographical, biographical information sources, statistical information
sources, current information sources etc.
* Dictionaries define the words and encyclopaedias provide background
information about the topics.
* General unabridged dictionaries cover all the words of a language. Abridged,
collegiate, desk and pocket dictionaries cover words of a language currently
in use.
* In children dictionaries, the definitions are written in simple language, there are
more illustrations and words used are confined to course curriculums.
* Subject dictionaries provide definitions of the words in a given subject area.
* Special dictionaries deal with linguistic or literary aspect of the words or with
special types of words.
* Bilingual and multilingual dictionaries are translating dictionaries. A bilingual
dictionary gives meaning of a word in another language. Multilingual dictionaries
give meaning of the words in more than one language.
* Encyclopaedias are of two types viz. general encyclopaedias and subject
encyclopaedias.
* An encyclopaedia may be a multi-volume or single-volume, set.
* There are different encyclopaedias for adults, college students, school children,
and kids.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
4) Mark the following statements as ‘True’ or ‘False’.
a) Reference books are meant for continuous reading. (T/F)
b) A general unabridged dictionary covers only selected words of a language 61
Information Sources and those are currently in use. (T/F)
Their Use
c) Children’s dictionaries have more illustrations. (T/F)
d) Bilingual and multilingual dictionaries are not translating dictionaries. (T/F)
e) There are different encyclopaedias for adults, college students and school
children. (T/F)
Activity II: Go to a library and pick up a dictionary. Write down its title, name
of the publisher, date of publication. Read the instructions by the publisher given
in the beginning of the book on how to use the dictionary. See how words are
arranged in the dictionary. Find out the meaning of the word ‘Adolescent’.
Then pick up an encyclopaedia. Write down its title. If it is a multivolume
encyclopaedia, write how many volumes are there. Write down how words are
arranged in the encyclopaedia. Look up for the word ‘Adolescent’ in it. State
how the treatment of word is different in this encyclopaedia than that in the
dictionary.

2.5.3 Ready Reference Sources

Under this category come yearbooks, almanacs, handbooks, manuals and directories.
Though most of the reference books are specifically designed for ready reference
purposes, reference librarians categorise the above sources as ready reference sources,
as these are used for providing answers to fact-finding questions. These sources
come very handy for providing answers to fact-finding questions like when will the
next total solar eclipse occur? Who was awarded the Noble Peace Prize in the year
2009? Who is the Vice-Chancellor of Jodhpur University? What is the address of
Bureau of Indian Standards? How many newspapers are published in India? and
many more.
i) Yearbooks
A yearbook, as the name indicates, is a book of information that is updated and
published annually i.e. every year. The basic purpose of a yearbook is to record
events and developments of the previous year in a country or in the world. Based
on their scope and type of information covered yearbooks can be categorised as:
 International Yearbook
 National Yearbook
 Subject Yearbook
An international yearbook provides reliable and handy statistical information about
each country of the world. For example The Statesman’s Yearbook 2011 published
by Macmillan, provides political, economic and social account of every country (193
countries) of the world together with facts and analysis. It also provides biographical
profiles of current leaders, key political events of the previous year (April 2009 to
March 2010), and detailed maps and flags of all the countries. The Yearbook is in
two parts. Part-I deals with international organisations and Part-II deals with countries
of the world in alphabetical order. (http://www.us.mcmillan.com).

62
 Types of Information
Sources

Fig. 2.28: The Stateman’s Yearbook

Source: (http://www.us.mcmillan.com)

National yearbook
It provides up-to-date political, economic and social account of an individual country.
National yearbooks are mostly compiled by the respective government of that country
and are considered reliable and authoritative. For example, India 2010: A Reference
Annual, 54th edition, is a national yearbook published by Publications Division,
Ministry of Information and Broadcasting, Government of India. The yearbook
provides information on various subjects related to India like economy, rural and
urban development, industry and infrastructure, arts and culture, health, defence,
mass communication etc. It incorporates sections on science and technology, education,
current affairs, youth affairs and sports, transport, water resources, and events of the
previous year (October 2008 to September 2009). Digital copy of the yearbook
(comprising 1286 pages) is available on t he website. (ht tp://
www.publicationsdivision.nic.in)
Subject yearbooks are devoted to a specific subject or group of subjects. For
example Family Welfare Programme in India Yearbook 2001 is a subject
yearbook. Published by Ministry of Health and family Welfare, Government of
India, the yearbook provides detailed family welfare programme statistics for
1997-98 to 2000-1. In addition, the yearbook provides a wide range of demographic,
social, economic and related statistics according to Population Census 2001.
ii) Almanacs
An almanac is a reference book usually published once a year and contains many
kinds of information. Almanacs originally provided a calendar of the months with
eclipses, the movement of planets and the rising and setting of the sun, the moon and
stars. Currently almanacs have expanded their scope and contents beyond that of
their historical counterparts. Modern almanacs include a comprehensive presentation
of statistical and descriptive data covering the entire world. Major topics covered are
geography, government, demographic data, agriculture economics and business, health
and medicine, S&T, transport, sports, awards and prizes. Contents also include
articles focusing on events of the previous year as well as summary of recent events.
63
Information Sources and Present-day almanacs are more like yearbooks. Both depend on government sources
Their Use
for statistical data. The only difference is that almanacs present astronomical data,
which is absent in the yearbooks.
Examples of almanacs
Whitaker’s Almanack 2010, published annually in U.K. by A&C Black Publishers
Ltd.

Fig. 2.29: Whitaker’s Almanack

Source: www.ebooks.com
The World Almanac and Book of Facts is published from USA and provides
information about subjects such as world changes, tragedies, sports, and various
other information.

Fig. 2.30: World Almanac and Book of Facts

Source: www.kaboodle.com
The World Almanacs for Kids has also been publishing since 1995
64 (http://www.worldalmanc.com/world-almanac-kid)
 Types of Information
Sources

Fig. 2.31: The World Almanacs for Kids

Source: www.flipkart.com

iii) Handbooks and Manuals

The word handbook is derived from German word ‘Handbuch’ meaning a small
book giving useful facts. The literal meaning of the term ‘handbook’ is the book
which is ‘handy’ to use as it contains useful facts and handy to carry it conveniently
in hand. The term ‘manual’ is derived from the Latin term ‘manuals’ meaning a guide
book. Handbooks and manuals, both are ready reference sources consisting of ‘facts
to know’ and ‘instructions to do’.
Handbooks
A handbook by definition is a concise manual or reference book providing specific
information or instruction about a topic or a subject. A subject handbook basically
gives brief information such as facts on a subject or instruction for operating a
machine. Most of the subject handbooks are meant for practitioners (engineers,
technicians, etc.) and includes formulae, definitions, diagrams, graphs, tables,
procedures, etc. which are required by the practitioners in their day-to-day work.
These handbooks are limited in scope, since they deal with in-depth information in
a narrow subject field and are mostly used by the specialists and practitioners
working in a laboratory or in an industry. CRC Press brings out a large number of
handbooks for practioners. Some of the examples are
CRC Handbook of Chemistry and Physics; CRC handbook of Thermoelectrics;
CRC Handbook of Tables for Organic Compound Identifications; CRC
Handbook of Medicinal Spices and many more.
(http://www.crcpress.com)
A general handbook deals with facts, data and information of general interest for
common people. For example, Guinness World Records is a general handbook
providing facts and figures on records of human achievements, in space, arts, scientific
world, animal and plant kingdom, etc. First published in 1955, under the title Guinness
Book of Records reporting the extremes of everything like the , the biggest, the
smallest, the fastest, the slowest, etc and soon became very popular the world over.
Now published under the title Guinness World Records, it brings out different
editions by category. (http://www.guinessworldrecords.com) 65
Information Sources and
Their Use

Fig. 2.32: Guinness World Records

Source: (http://www.guinessworldrecords.com)

Manuals
A manual is a book of instruction for operating a machine e.g. for repairing a car or
many other devices. A manual basically provides step-by-step instructions on how
to do a particular job or operate a particular machine. For example, when you buy
any home appliances such as a television, an air conditioner, an oven or even a
mobile phone, you are provided with a manual which gives proper instructions as to
how to use that appliance.
iv) Directories
A directory is a book listing names and addresses of people and organisations.
Directories are also very important reference tools in the library to answer directory
types of enquiries from the users. Directories are of many types of which telephone
directories are most common. This apart there are topographical directories,
professional directories, organisational directories, business and trade directories,
and so on.
 Telephone Directories
You must be familiar with a telephone directory. Every city in a country has a
telephone directory giving information about telephone numbers of the subscribers.
It also provides addresses along with the telephone numbers of the subscribers.
These directories are usually compiled by post and telegraph departments. For
instance MTNL Delhi Directory is a telephone directory of Delhi from Mahanagar
Telephone Nigam Ltd. The directory is now available online. (http://
www.mtnldelhidirectory.com/).
Similarly India-Telephone Directory from Bharat Sanchar Nigam Limited (BSNL)
is a directory of telephone numbers and addresses of all subscribers of BSNL
telephones. The directory is also available online and can be searched state-wise as
well as on the map of India.
(http://www.bsnl.co.in/onlinedirectory).
 Topographical directories
Topographical directories are directories of towns, cities, regions of a country. For
example Directory of Cities, Towns and Regions in India, lists states and union
territories . Under each state the directory provides alphabetical list of cities. Information
66
given under each town or city is its population, longitude, latitude, elevation and Types of Information
Sources
location on the map. (http://www.fallingrain.com).

Fig. 2.33: Map Showing Location of Connaught Place in Delhi

Source: http://www.fallingrain.com

Map showing location of Connaught Place in Delhi from Directory of Cities, Towns
and Regions in India.
 Organisational directories
These Directories list academic institutions, research institutions, and so on. An
academic institutions directory may list institutions of higher education and learning
such as universities and colleges. Under each academic institution, information may
be provided comprises the type of courses and facilities offered, eligibility criteria,
names of the senior staff members etc. These directories may be international or
national in coverage. For instance The Europa World of Learning 2010 is an
international directory listing over 30,000 academic institutions in higher education
and learning throughout the world. Every type of academic institution is covered such
as universities and colleges, research institutions, museums, art galleries, learned
societies, libraries and archives. There is a separate chapter for every country, from
Afghanistan to Zimbabwe. 64th edition of the directory is available both in print and
online. (http://www.worldlearning.com/)
Universities Handbook, 32nd edition, published by Association of Indian Universities
(AIU), is a national directory listing 341 universities and university level institutions
in India. In addition, it provides information on three Associate Members of AIU viz.,
i) Kathmandu University, Nepal; ii) University of Mauritius, Mauritius; and Royal
University of Bhutan. Published every alternate year, the directory provides information
on type of courses offered, duration of the course, eligibility criteria, last date for
admission, library and research facilities, scholarship and fellowships, names of
professors and senior staff members. The directory provides information on types of
courses offered by affiliated colleges as well. . The directory also includes an
introductory chapter, giving an overview of university system in India. (http://
www.aiuweb.org/)
67
Information Sources and  Professionals Directories
Their Use
There are thousands of learned societies and associations in the world in almost
every significant field of knowledge. Members of these associations are scholars in
their respective areas of specialisation. These associations promote the scholarship
in their respective area of specialisation, hold seminars and conferences and bring out
publications. These associations also compile directories listing details of their members.
Professionals’ directories are very helpful in finding experts in various disciplines.
Example of a professionals directory: ATA’s Directory of Professional Translators
and Interpreters published by American Translators Association (ATA).
 Trade and Business Directories
These directories provide information about trade, business and industries. For example
Kothari Industrial Directory of India, 40th edition, 1996, published by Kothari
Enterprises. This directory is in two parts. Part one provides information on Indian
economy, including information on recognised Indian stock exchange, chambers of
commerce, and key statistics of Indian economy. The second part deals with major
industries arranged by broad subject category (e.g. cement, chemical, electronic
industries, etc.). Each section begins with an industry profile, followed by information
on companies within that industry. The company information includes date of
incorporation, statement of objectives, activities and a financial summary.
Points to Remember
* Ready reference sources comprise yearbooks, almanacs, handbooks, manuals
and directories.
* Yearbooks and almanacs trace previous years’ events and developments in a
country or all the countries of the world.
* Both, yearbooks and almanacs depend on government sources for statistical
data. The basic difference is that almanacs present astronomical data which is
absent in the yearbooks.
* Handbooks and manuals are reference books providing specific information or
instructions about a topic or subject.
* Subject handbooks contain practical information on a subject and are used by
engineers and practitioners in their day-to-day work.
* General handbooks deal with facts, data and information of general interest for
common people.
* A manual is a book of instruction providing step-by-step instructions on how
to do a particular job or operate a particular machine.
* A directory is a book listing names and addresses of people and organisations.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
5) Fill in the blanks with appropriate word(s)
a) Ready reference sources comprise ___________, ____________,
_______, and _____________.

68 b) Yearbooks are published _______________.

 c) Yearbooks and almanacs depend on______________ sources for Types of Information
Sources
statistical data.
d) Subject handbooks contain practical information on a subject and are
used by ____________ and _____________ for their day-today-work.
e) General handbooks deal with facts, data and information of general interest
for ________ ___________.
f) A directory is a book listing names and addresses of ______________
and _____________.
Activity III: Go to a public library. Find out where the Reference Section is
located. Pick up a yearbook and an almanac from the reference collection and
compare their contents. Write down the differences you observe in the information
contents of these two publications.

2.5.4 Geographical Information Sources

Libraries receive many questions relating to the field of geography. As you know,
geography is the scientific study of the earth’s surface, climate, resources, population,
etc. Users seek information regarding cities, towns, mountains, rivers, including
information about people and population of a particular place, the development of
the place, its historical significance and much more. To meet information needs of the
users, librarians maintain special collection of geographical sources in their reference
collection. Though other reference sources like dictionaries, encyclopaedias, yearbooks
and almanacs also include information about places, people, rivers, mountains, forests,
lakes, etc., but they cover only selected and prominent places. The special collection
of geographical sources in the library, cover these topics more comprehensively and
are specifically designed to locate the information quickly. This collection comprises
the following three types of geographical sources:
 Maps, Atlases and Globes;
 Gazetteers; and
 Guide Books
i) Maps, Atlases and Globes: A map is a pictorial presentation of the earth’s
surface or part of it, showing countries, cities, rivers, lakes and mountains. A
map can also be a drawing of the sky showing the position of stars and the
planets, the constellations, etc..
Atlas A book containing a collection of maps is called an atlas. A world atlas
contains the maps of every country.
A globe is a map that has been pasted or printed on a hollow sphere. Only a globe
can give correct picture of the earth as a whole. Because the surface of the globe
is round like the earth’s surface, a globe represents all parts of the earth’s surface
true to scale. The proportions and positions of the earth’s land features and oceans
in relation to each other are seen on a globe exactly as they are on the earth.
Types of maps: There are many types of maps. Most familiar types are:
 General Reference Maps and
 Thematic Maps
69
Information Sources and General Reference Maps
Their Use
General reference maps identify and locate a variety of geographic features. Such
maps may include land features, boundaries of water, political boundaries, cities and
towns, and many other elements. Maps that emphasise boundaries of countries,
states, continents and other political units are called political maps. Maps that
emphasise the location of physical features of the earth’s surface such as mountains,
rivers and lakes are called physical maps or terrain maps. Some maps are designed
to help people find their way from one place to another. These are maps for travel
on land, water, or in the air. A map used to navigate a ship or an aeroplane is called
a chart. Maps showing different categories of roads, such as motorways, four-lane,
and six-lane roads are called road maps. They also show the cities, towns, parks
and other places connected by those roads. People use road maps to plan trips and
go from one place to another. Street maps are similar to road maps. But a street
map shows a much smaller area in much more detail. People use street maps to find
specific addresses and to plan and follow short routes. People use general reference
maps to locate specific places and to observe their location in relation to other
places.
Thematic Maps
Thematic maps show the distribution of a particular feature such as, population,
rainfall or natural resources; or like coal, petroleum, metals and minerals in the earth.
Many thematic maps express quantities by means of symbols or colour.
National Maps and Atlases
The reliability of maps and atlases depend upon the expertise of the editorial staff and
cartographers. Most of the countries have their own cartographic survey agencies.
In India, we have Survey of India, Dehradun. It is a National Principal Mapping
Agency. This organisation is responsible for mapping and production of geophysical
maps and aeronautical charts.
National Atlas and Thematic Organisation of India (NATMO), Calcutta is
involved in the preparation of National Atlas of India, thematic maps and digital
maps.
National Atlas of India in Hindi is popularly known as Bharat: Rashtrya Atlas,
and was first published in1957 by NATMO, and had 26 multi-colour maps portraying
physical and socio-cultural structure of the country. Bharat: Rashtrya Atlas now
has 300 multi-colour maps and is issued in 8 volumes. It covers all aspects of the
land, people and economy of the country. (http://www.natmo.gov.in/).
International Maps and Atlases
The Times Comprehensive Atlas of the World 12thedition (published by Harper
Collins Publishers for Times in 2007), is the most comprehensive atlas of the world.
It has 544 pages and an index of over 200,000 place names. The size of the atlas
is 45x31 cm. First published in 1967, the 12th edition of the Atlas is updated with
the latest geographical and geopolitical changes. The Atlas begins with contributions
from experts in many geographical fields, and provides detailed information on key
issues facing the world today such as climate change, environmental threats, global
communications, biodiversity and energy resources, with supporting maps, photographs
and graphics to illustrate the physical world today and man’s interaction with it.

70
 Types of Information
Sources

Fig. 2.34: The Times Comprehensive Atlas of the World

Source: www.goodreads.com

The publisher has brought out a wide range of atlases. Some of the titles are as
follows:
The Times Concise Atlas of the World
The Times Atlas of the World Desktop Edition
The Times Atlas of the World Mini Edition
(http://www.timesatlas.com/)
http://maps.google.co.in (is an important site for locating places in online mode).
ii) Gazetteers
A gazetteer is a dictionary of geographical names. It lists names of places, seas,
mountains and other geographical entities with their history, economic development,
geography and the people. As a reference source, a gazetteer provides historical,
social, cultural, political, industrial, demographic and administrative details of a country,
state or district, or an important place.
Based on their coverage, gazetteer can be categorised into
 International gazetteer,
 National gazetteer; and
 Local gazetteer.
International Gazetteer
Merriam Webster’s’ Geographical Dictionary, 3rd edition is an international
gazetteer with 48,000 entries, plus 252 detailed maps, prepared by cartography
department of Encyclopaedia Britannica.
Chambers World Gazetteer: A-Z of Geographical Information, 5th edition,
1988. Published by Cambridge University Press it has 20,000 entries.
The Columbia Gazetteer of the World 3 Volume Set edited by Saul.B.Cohen.
New york: Columbia university press,1998. It has 1, 65,000 entries.
71
Information Sources and National Gazetteer
Their Use
Gazetteer of India -The Indian Union, New Delhi: Publication Division, 1965-
78. 4 volumes.
Volume I: Country and People.
Volume II: History and Culture.
Volume III: Economic Structure and Activities.
Volume IV: Administration and Public Affairs.
District Gazetteer
Singh, Raghbir & Ranga, Jeet Ram ed. Haryana District Gazetteer. Chandigarh:
Haryana Gazetteer Organisation, 1986
iii) Guidebooks
Guidebooks are basically travel guides or tourist guides meant for people who want
to visit various places in their own country or any other part of the world. The main
purpose of a guidebook is to guide the travelers when to visit a particular place, how
to reach, where to stay, what to see, and what to buy. The travel guides include
information on historical sites, museums, parks, and other places worth visiting in that
city or a country. Other aspects covered are information on the routes and travel
facilities, best time to visit the place, the types of hotels, restaurants and shopping
complexes, etc. Maps, illustrations and distances are also provided to enhance the
usefulness of a guidebook. In addition, information regarding visa, money exchange,
weather etc. is also given for the benefit of the foreign visitors. Usually a guidebook
covers a region, a country or a city.
Tourism department of the governments of many countries brings out tourist guides
to promote tourism in the country.
In India most of the states (28) and union territories (7) have Tourism Departments
which provide information and bring out tourist guides for the visitors. Ministry of
Tourism of the Government of India as well as most of the State Tourism Departments
have also launched their websites for the benefit of the visitors. These sites provide
up-to-date information to the users. Some of these websites are as follows:
http://www.incredibleindia.org/
http://www.tourismbihar.org/
http://www.delhitourism.nic.in/
Many printed guidebooks are also available. Fodor’s guides are famous ones.
Fodors has published guidebooks for a large number of countries of the world and
a few major cities. (http://www.fodors.com/).
Examples of Guidebooks
Fodor’s India, 6th Edition. New York: Fodor’s, 2008.
Fodor’s Eastern and Central Europe. 21st Edition. New York: Fodor’s, 2008.
Fodor’s London 2011, New York: Fodor’s, 2010.
Fodor’s Paris 2011, New York: Fodor’s, 2010.
Another popular publisher of travel guides is Lonely Planet. The publisher has brought
72 out over 500 travel guides covering 195 countries. Some examples are listed below:
India Travel Guide, 13th Edition. London: Lonely Planet, 2009. Types of Information
Sources
Japan Travel Guide, 11th Edition. London: Lonely planet, 2009.
(http://www.lonelyplanet.com/)

2.5.5 Biographical Information Sources

A biography by definition is an account of a person’s life, usually written by someone
else and published or intended to be published. Biographical sources are publications
listing biographical details of famous people. Such sources cover biographies of
world leaders, people holding key positions in international organisations, people
with outstanding performance in sports, music, dance, acting and other professional
fields like science and technology, medicine, etc. A biographical source may contain
a biography of an individual or biographies of groups of people (called collective
biographies). A book containing collective biographies is also called a biographical
dictionary, for example The Dictionary of International Biography.
The type of information covered in such sources also varies from a brief factual type
of data to a detailed essay type of biography for each entry. Some biographical
sources cover famous people from all walks of life. Such sources are called general
biographical sources. In some, the coverage of people is based on a single discipline
or some other special criteria. Such biographical sources are called subject/special
biographical sources. Again a biographical source may be international or national
in scope depending upon the coverage of persons. Some biographical sources cover
living persons only e.g. Who is Who, Some cover persons who are no longer living
e.g. ‘Who was who’, and some sources cover life sketches of both, living and dead
persons e.g. Webster’s Biographical Dictionary.
Some examples of biographical sources
General Biographical Sources- International
Who’s Who in the World 2011, 28th edition. Also known as Maquis’ Who’s Who
is an American publication containing nearly 63,000 biographies of the world’s most
noteworthy people. Information provided in each entry is personal data and career
history, education, achievements and membership. Online database of this publication
has over 1,444,914 biographies.
(http://www.marquiswhoswho.com/)

Fig. 2.35: Who’s Who in the World

Source: http://www.marquiswhoswho.com/
73
Information Sources and Who’s Who in the World
Their Use
International Who’s Who 2011, 74th edition, from Europa Publications provides
biographical details of over 24,000 prominent and influential people the world over.
Who’s Who 2011 published by Oxford University Press, contains over 33,000 short
biographies of living and noteworthy and influential individuals from all walks of life
the world wide.
General Biographical Sources - National
India Who’s Who, 13th edition. 2008-2009, published by INFA Publications,
contains 5000 concise biographies of prominent Indians from all walks of life including
politics, civil service, education, arts, entertainment and sports. Entries are arranged
profession- wise.
Special/ Subject Biographical Sources
International Who’s Who in Popular Music 2011, 13th edition from Europa
Publications.
Examples of biographical dictionaries of prominent people no longer alive:
Who Was Who in America, Volume 21, Dec. 2010 from Marquis.
The publication contains biographies of 3878 of the most prominent Americans
(including world notables) who have died since the publication of previous edition of
Who’s Who in the World.

Fig. 2.36: Who Was Who in America

Source: www.bookadda.com

The Dictionary of Scientific Biography, ed. By Charles C. Gillispie. New York:

Scribner, 1970-80, 16 volumes.
It covers biographies of scientists from antiquity to modern times (excluding living
ones). It includes scientists who worked in areas of mathematics, physics, chemistry,
biology and earth sciences. The publication provides information on the biography of
the scientist as well as in considerable detail about the scientific contributions made
by that scientist. The articles vary from 1to 5 pages and are written by eminent
historians of science. The New Dictionary of Scientific Biography has been
74
published in 2007 as supplement to the above dictionary covering biographies of Types of Information
Sources
scientists who died after 1950. The e-book version of the entire dictionary is available
as part of Gale Virtual Reference Library. (http://www.gale.cengage.com/)

Fig. 2.37: The New Dictionary of Scientific Biography

Source: http://www.gale.cengage.com/
Example of a biographical dictionary listing biographies of both living and dead
persons
Merriam Webster’s Biographical Dictionary provides biographical sketches of
more than 30,000 significant people from the world who have shaped the history.
Includes key figures from every field of human endeavour (business, sports, the arts,
politics, science, popular culture, etc.) including living and deceased personalities.
(http://www.merriam-webster.com/)

Fig. 2.38: Merriam Webster’s Biographical Dictionary

Source: http://www.amazon.com
Points to Remember
* Geographical information sources comprise maps, atlases and globes; gazetteers
and guide books.
* General reference maps identify and locate geographic features of the earth’s
surface like mountains, lakes, forests, rivers, etc.
* General reference maps include physical maps, political maps, road maps

75
Information Sources and
Their Use street maps, etc. These are designed to help people find their way from one
place to another and see the location of a place in relation to other places.
* Thematic maps show the distribution of particular features such as population,
rainfall, natural resources like coal, minerals, petroleum, metals, etc. on the
earth’s surface.
* A gazetteer lists names of places, seas, mountains, rivers and other geographical
entities and provides information about the history, economic development,
geography and the people of the places.
* Guidebooks are designed for the travelers to provide handy and practical
information for a particular place such as when to visit, how to reach, where
to stay, what to see, etc.
* Biographical information sources are publications providing biographical details
of famous people.
Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
6) Differentiate between a physical map and a political map.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
7) Show how a road map is different from a street map?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
8) Fill in the blanks with suitable words:-
a) A map that is used to navigate a ship or an airplane is called ________.
b) A map pasted or printed on a hollow sphere is called a __________.
c) A book containing a collection of maps is called _____________.
d) A ________________ is a dictionary of geographical names.
e) Guidebooks are basically designed for the _____________.
f) A dictionary listing _____________ of _____________ are called
biographical dictionaries.
Activity IV: Go to a library and pick up the largest atlas. Write down the title
of the atlas, publisher’s name, year of publication, and size of the atlas. Look
for the following information in the atlas and note it down:
 Types and number of maps
 Scale of the maps
76
 Types of Information
 Key to the abbreviations used Sources
 Types of symbols used for thematic maps
 Consult the index and find out where and in which country ‘Lusaka’ is located
with its exact location on the grid.

2.5.6 Statistical Information Sources

Statistics is science of collecting and using numerical data or facts such as population
about people, weather or business condition. These facts are collected, collated,
interpreted and presented in a usable and understandable form to show particular
trends. Economic, social and environmental statistics of a country are very useful in
drawing plans for future action in any field or in making assessment of a situation in
one or more fields of human activity.
The primary and secondary sources providing reliable and up-to-date statistical
information are very much in demand in libraries. Yearbooks and almanacs are useful
in providing statistical information. These sources are easier to use than the primary
sources from which they derive data. Yearbooks and almanacs mainly depend on
government sources for statistical information. But information provided by them is
relatively old and for latest information one has to depend on primary sources.
Generally, it is the government of a country which collects different types of statistics
for different purposes and for better governance. Most of the data collected by them
is published, such as census data. Other important statistical sources of information
are those produced by international organisations such as United Nations, World
Health Organisation, World Bank etc. A series of publications are produced by these
organisations which give statistical information about various countries of the world.
National Statistical Sources
In India National Statistical Organisation (NSO) of Ministry of Statistics and
Programme Implementation (MOSPI) is responsible for coordination of statistical
activities in the country and evolving and maintaining statistical standards. The NSO
consists of i) Central Statistical Office (CSO), ii) The Computer Centre and iii)
National Sample Survey Office (NSSO). The activities of CSO include National
income accounting; conduct of annual survey of industries, economic censuses,
compilation of Index of Industrial Production, Consumer Price Indices, Human
Development Statistics and dissemination of statistical information relating to trade,
energy, construction and environmental statistics. CSO is located in Delhi. Some
portion of industrial statistics work pertaining to Annual Survey of Industries is carried
out in Calcutta.
National Sample Survey Office (earlier National Sample Survey Organisation) conducts
nationwide sample survey on various socio-economic issues and collects statistical
data for socio-economic planning and policy making.
Computer Centre is responsible for creation and maintenance of ‘ Data Ware House
of Official statistics’ to enable the data users and general public to have easy access
to published as well unpublished validated data from single source.
Some of the regular publications of MOSPI are as follows:
Monthly Abstracts of Statistics (Monthly)
Statistical Abstracts India (Annual)
Statistical Pocket Book – India (Annual)
77
Information Sources and Statistical Year Book (Annual)
Their Use
India in Figures (Annual)
Annual survey of Industries
All the publications of the Ministry are also available on the website and can be freely
downloaded. (http://www.mospi.gov.in) and (http://www.mospi.nic.in)
Census of India - Office of the Registrar General and Census Commissioner, India
is the largest single source for variety of statistical information on different characteristics
of people of India. Its publications are as follows:-
Census Data 2001 (online)
Provisional Population Totals- Census 2011 (India & States/UTs) available
online
Provisional Population Totals- Paper 1 of 2011 India Series-1. Office of the
Registrar General & Census Commissioner, India. Data Product No. 00-001-2011
Cen-Book (E)
(http://www.mospi.gov.in) ( http://www.censusindia.gov.in)
International Statistical Sources
United Nations Statistical Yearbook is an annual compilation of wide range of
international economic, social and environmental statistics of over 200 countries and
areas of the world. Published since 1949, the current 53rd issue covers data available
to statistical division as on 31st October 2009 and presented in 70 tables on topics
such as agriculture, fishery and forestry, communications, energy, environment, finance,
industrial production, trade, tourism, population, nutrition, wages etc. The year book
is in four parts, part one provides World and Regions Summary, part two Population
and Social statistics, part three deal with Economic activity and part four International
Economic Relations.
Both print and electronic versions of the yearbook are available. (http://
www.unstats.un.org/unsd/syb/)

2.5.7 Current Information Sources

As you are aware, newspapers, radio and television are important sources of
information for current events. Every morning you look forward to read the newspaper
of your choice to know what is happening in your city, nation and around the world.
In print version of the newspaper you get news once in every 24 hours. At present,
electronic version of all important newspapers are available on the Internet, where
news items are updated continuously with no time lag. Newspapers feature articles
on wide range of topics covering politics, sports, science, social problems, business
and arts.
Information published in back issues of newspapers is frequently sought by researchers,
journalists, feature writers and students. Searching information in back issues of
newspapers is fairly difficult. Whereas, response time for news related information is
expected to be very short, at time immediately or within a few minutes. For this
newspaper indexes serve as useful sources of information.
There are indexing services covering an individual newspaper or a number of
newspapers. Apart from newspaper indexing services, there are news digest services
as well where brief summaries of the news items are provided.
78 These days most of the important newspapers have both print as well as Internet
edition of their newspapers. For example, Times of India is available both in print as Types of Information
Sources
well as in electronic form on the Internet. Full text archives of Times of India (From
January 2001 to 2011) can be searched online by date on the Internet. (http://
www.timesofindia.indiatimes.com/)
Some examples of News Digest services
Asian News Digest- Is a weekly journal covering all the 43 countries of Asia and
the major world events. The journal was launched as successor to Asian Recorder
(1955-1999). Events, news and news analysis are reported. The journal is available
in print and online. (http://www.asiannewsdigest.com)
Keesing’s Record of World Events from 1987 to present (earlier Keesing’s
Contemporary Archives from 1931 to 1987). The monthly journal provides objective,
concise summaries of world events. The events covered include govt. changes, war,
treatises, appointments, diplomatic initiatives, international agreements, security,
legislation, budgets, natural disasters, environmental issues and scientific discoveries.
(http://www.keesings.com)

2.6 SECONDARY SOURCES: SURVEY TYPES

These publications survey the literature of a subject from various points of view and
bring out another set of publications such as textbooks, treatises, monographs, reviews
and state-of-the-art reports. These publications generally provide an overview of a
subject, or highlight significant features of a subject, or depict the progress of a
subject or present the contents of a subject or topic in easy and understandable
form.

2.6.1 Books
As discussed in Unit I, books were the first ones to appear amongst the sources of
information. Even today books are considered as an important source of information
and library acquire them based on the needs of the users. A book may be a simple
book or a compound book; a textbook or a treatise; and a fiction or a non-fiction.
Based on the physical format a book may be in print or non-print medium such as
e-books. Books in non-print medium include audio books, video books, multimedia
books and online books.

Fig. 2.39: Image of e-book and e-book reading device

Source: www.contactdubai.com 79
Information Sources and A book written by a single author is called a single-authored book. A book written
Their Use
by multiple authors is called a multi-authored book. A fiction as you know is a story
and not fact. The fiction books are story books, novels and other prose writings that
tell about imaginary people and happenings. A non-fiction is opposite to fiction.
‘Non-fiction’ books are about real things, people, events and places. Subject books,
reference books, etc. are non-fiction books. In many libraries, fiction books are
shelved in alphabetical order by author’s last name, and non-fiction books are shelved
by the subject category.

2.6.2 Textbooks
A textbook is a book for regular study by a student and is meant to be used as an
authority and standard book in the study of a particular subject. Most books used
in schools for different subjects (such as arithmetic, geography, history, science etc.)
and for different classes are textbooks. Textbooks are graded and instructional in
nature and designed keeping in view the comprehension level of students in each
grade. Students use textbooks to gain knowledge about various subjects and teachers
use textbooks to teach and prepare various class assignments.

2.6.3 Treatises
A treatise is a formal, systematic and authoritative piece of writing on a subject. A
treatise deals with in-depth treatment of the subject and is concerned with investigating
or exposing the principles of the subject. Some well-known earlier treatises written
by famous authors are Arthshashtra by Chanakya; Treatise on Cartography by
Ptolemy; On the Origin of Species by Charles Darwin; and Capitalism: A
Treatise on Economics by George Reisman. Treatises are used by scholars for
advanced study of a subject. (http://www.en.wikipedia.com)

2.6.4 Reviews
Reviews like literature reviews, provide a descriptive account of progress of a
particular subject area within a certain time period. The purpose of the review is to
convey what knowledge and ideas have been established on a topic, and what their
strengths and weaknesses are. Literature reviews are secondary sources of information
and do not report any new or original experimental work like primary sources. They
provide an unbiased and comprehensive view of previous research of a topic. Reviews
are useful for students as they help them to understand a subject and provide an
overview of the subject. Professionals use reviews to keep themselves up-to-date
with what is current in their subject field. Most review articles are accompanied by
a large number of bibliographical references. For a researcher such reviews provide
a solid background for conducting a research. Comprehensive knowledge of the
literature of the field is essential for a researcher, not only at the beginning of the
research, but also at the end, while writing a research paper. Reviews also provide
ideas and suggestions for further research work. Literature reviews are mostly written
in sciences and social sciences and rarely in humanities.
Some reviews are publication appear annually in a book form such as Annual
Review of Immunology and Annual Review of Biochemistry. Some journals
exclusively publish review articles only such as Chemical Reviews. Some review
articles are published in primary research journals such as Current Science.

2.6.5 State-of-the-Art Reports

80 State-of-the-art report is also a review type publication, but its scope is much
narrower than the review. State-of-the art reports are actually topical reports and Types of Information
Sources
explore current status of an issue. Their basic aim is to describe current and up-to-
date status of a situation, which may be of a technology, use of a technology or
impact of a technology. These reports are objective types of reports and are timelier
than the traditional reviews and serve as current awareness tools.
Example of state-of-the art report
International Literacy: An International State-of-the-Art Report. Second
Draft. 2007. UNESCO/IFLA.

2.7 TERTIARY SOURCES OF INFORMATION

Tertiary sources are based on primary and secondary sources and serve as key to
the primary and secondary sources. These sources consist of information which is
distillation and collection from primary and secondary sources. Tertiary sources are
third in the order of appearance. First in the order of appearance are primary
sources, next are secondary sources and then come the tertiary sources. Tertiary
sources help to locate primary and secondary sources. Sources like bibliography of
bibliographies; guides to the literature; directories listing primary and secondary
periodicals etc, are placed under tertiary sources.
Some examples of tertiary sources are listed below
Bibliographic Index: A Cumulative Bibliography of Bibliographies. N.Y. H.
W. Wilson Company: 1937 to date.
Walford’s Guide to Reference Material. 8th ed. London: Library Association. 3
Vol.
Volume I: Science and Technology. 1999
Volume II: Social and Historical Sciences, Philosophy and Religion. 2000
Volume III: Generalia, Language and Literature. 1998
Robert Balay. Guide to Reference Books. 11th ed. Chicago: American Library
Association: 1996.
From 12th edition onwards Guide to Reference Books is available online under the
title Guide to Reference listing more than 16,000 fully annotative entries describing
print and web reference sources. Online edition is the first one to include listings of
websites. (http://www.guidetoreference.org/)
Ulrich’s Web Global Serials Directory (http://www.ulrichsweb.com) It is a
directory and database providing information about popular periodicals, learned
periodicals, magazines, scientific journals, newspapers and other regular and irregular
serials. It has been publishing since 1932 and was founded by Carolyn Ulrich as
Periodical Directory: A Classified Guide to a Selected List of Current Periodicals
Foreign and Domestic. Now, it is also available in online version includes 300,000
active and current periodicals.

2.8 ELECTRONIC SOURCES

Electronic publications are those publications which require use of a computer to
access the information they contain. Electronic publications can be off-line or on-line.
An off-line electronic publication is the publication which is stored in machine readable 81
Information Sources and form on an electronic storage medium like CD-ROM, DVD, Diskette or magnetic
Their Use
tape and can be accessed using a computer and the requisite software. An online
electronic publication is an electronic document which is accessible online on the
Internet, for example, an electronic journal, a World Wide Web page, or online
databases.
Most of the sources we have discussed above are available in both, print and
electronic form. Some of the sources which were in print form earlier are now
available in electronic form only. For example, Library and Information Science
Abstracts and Guide to Reference Books are now published and distributed
electronically only. Most of the material published today exists in computer readable
form at some stage in its production process and making it available in electronic
form becomes easy.
The advantages and limitations of electronic sources over print sources are as follows:
Advantages of Electronic Sources over Print Sources
 Electronic sources are more frequently updated than their print counterpart.
 They provide more search options.
 They provide access to wider range of information.
 They provide faster and easy access to information, particularly in the case of
indexing and abstracting periodicals, where back volumes are consolidated into
single searchable database; making search is easy and extremely fast.
 Online resources provide linkages from citations to full text e-journals.
 Full-text data can be delivered instantly on a remote computer.
 Electronic resources can de delivered in multimedia format where text, video
and sound can be added.
 A print source can be used by one person at a time, whereas an online electronic
source can be accessed simultaneously by many.
 An online electronic source can be accessed at any time and from any place
where the network exists.
 Back volumes of print periodicals need to be bound and stored. This calls for
lots of expenses and plenty of storage space. Whereas, e-journals are accessible
online, they need not be bound or stored. Even electronic resources on CD-
ROM occupy very little space.
 Missing issues, missing pages and other damages caused by mishandling of print
sources do not occur in electronic sources.
Limitations of Electronic Sources
 Use of electronic sources require expensive infrastructure which must be acquired,
maintained and upgraded. This includes computer hardware and software, Internet
connection and subscription to electronic resources.
 Electronic sources, despite being user-friendly, require certain degree of computer
knowledge to get maximum benefit from them. This means libraries have to
incur expenses to train their staff as well as the users to use the resources.
82
 Most of the publishers of e-publications sell their products under license Types of Information
Sources
agreement. The license agreement imposes a number of restrictions on the user
in the use of e-resources.
 Reading from the computer screen causes discomfort to the users. Most of the
users prefer to take print-out of the article for reading and do most of the
reading from print publications.
Though advantages of electronic sources are far more than their limitations, but they
are not likely to replace print sources in the foreseeable future. People still prefer to
read newspapers, books and many other sources in print form.
To sum up we can say, electronic sources will not substitute but supplement print
sources.
Points to Remember
* Survey type of secondary sources survey the literature of a subject from
various points of view and bring out another set of publications.
* Survey type of publications comprise, textbooks, treatises, monograph, reviews
and state-of-the art reports.
* Textbooks are graded and instructional in nature. They are meant for regular
study of a subject by the students.
* Treatises deal with in-depth study of a subject. They are generally used for
advanced study of a subject.
* Reviews provide a descriptive account of the progress of a subject during a
specified period.
* State-of-the-art reports are also review type publications, but their scope is
much narrower than that of reviews. They are more current in nature and
generally cover one aspect or a small topic of a particular subject at a time.
* Tertiary sources of information are based on primary and secondary sources
of information.
* Tertiary sources of information help to locate primary and secondary sources
of information.
* Tertiary sources comprise bibliography of bibliographies, guides to the literature
and directories listing primary and secondary sources.
* Primary, secondary and tertiary sources of information are available in both
print and electronic form.
* Electronic publications are those publications which require computers to access
information contained in them.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
9) Fill in the blanks with suitable words:
a) Textbooks are _________and ______________ in nature.
b) Textbooks are meant for _________ _________ of a subject by the
_________. 83
Information Sources and c) Treatises deal with ____ ________ study of a subject.
Their Use
d) Treatises are used for __________ _________ of a subject.
e) Tertiary sources help to __________ primary and secondary sources.
f) Reviews and state-of-the-art reports are _____________sources of
information.

2.9 SUMMARY
The Unit deals with different types of information sources, their basic information
content and utility. In the beginning details of different types of periodicals viz. scholarly
journal, trade and business periodicals, popular journals, newspapers and magazines
have been covered along with e-journals. In the secondary periodical category,
indexing and abstracting services have been dealt with. Amongst reference sources,
types of dictionaries, encyclopaedias, ready reference sources, geographical,
biographical, statistical and current information sources have been covered in detail
with examples in each type. Then basics of survey types of publications such as
books, textbooks, treatises, reviews, and sate-of-the-art reports have been covered.
In the category of tertiary sources, publications like bibliography of bibliographies,
guides to the literature and directories listing primary and secondary periodicals are
covered. In the end the Unit deals with merits and demerits of print vs. electronic
sources of information.

2.10 ANSWERS TO SELF CHECK EXERCISES

1) a) refereed b) industry sector c) popularise d) research
2) E-journal is any serial produced, published and distributed nationally or
internationally via electronic networks.
3) a) secondary b) indexing c) national d) publishers, printers, book sellers
and distributors.
4) a) F b) F c) T d) F e) T
5) a) yearbooks, almanacs, handbooks & manuals, and directories. b) Every year
c) government d) engineers and technicians e) common people f) people and
organisations.
6) A physical map depicts the physical features of the earth’s surface, such as
mountains, rivers, lakes, etc. A political map indicates the political boundaries
of the countries, states, continents and other political units of the earth.
7) Road maps show the cities, towns and other places connected by the main
roads. Road maps are used for going from one place to another place. Street
maps are like road maps, but it covers a much smaller area, like a locality, and
is in much more details. Street maps are used to find specific addresses in an
area.
8) a) chart b) globe c) an atlas d) gazetteer e) travelers f) life sketches, famous
people.
9) a) graded and instructional b) regular study, students c) indepth d) advanced
study e) locate f) secondary.
84
 Types of Information
2.11 KEYWORDS Sources

Antonym : A word that means opposite of another word.

Kosh : Hindi term for dictionary.
Machine Readable : Information stored in electronic form.
National Bibliography : It is a list of books or other works published
in a country or about a country or in the
language of a country
NISCAIR : National Institute of Science Communication and
Information Resources.
Shabd : Hindi term for a word.
Synonym : A word that means the same or nearly the same
as another word in the same language.

2.12 REFERENCES AND FURTHER READING

Cassel, K. A. Reference and Information Services in 21st Century: An
Introduction. London: Facet Publishing, 2006. Print.
Indira Gandhi National Open University. Dictionaries. BLIS-05, Block-2, Unit-6.
5-32. Print.
Indira Gandhi National Open University. Handbooks, Manuals, Yearbooks, etc.BLIS-
05, Block-2, Unit-8. 54-81.Print.
Katz, W. A. Introduction to Reference Work. 8th ed. New York: McGraw-Hill. 2
Vol., 2002. Print.
Lancaster, F. W. Indexing and Abstracting in Theory and Practice. 3rd ed. Illinois:
Champaign, 2003.Print.
Lancaster, F. W., and M. Julie. “The Future of Indexing and Abstracting Servies”.
Journal of American Society for Information Science. Mar. 33(3), 183-189.
Print.
Sharma, C. K. Reference Service and Sources. New Delhi: Atlantic, 2006. Print.

85
UNIT 3 CIRCULATION SERVICES
Structure
3.0 Learning Outcomes
3.1 Introduction
3.2 Circulation Services
3.2.1 Aims of Circulation Services
3.2.2 Scope of Circulation Services

3.3 Circulation Systems

3.3.1 Register System
3.3.2 Card System
3.3.3 Automated Circulation System
3.3.4 RFID (Radio Frequency Identification)

3.4 Circulation Functions

3.4.1 Registration of Members
3.4.2 Charging and Discharging Functions
3.4.3 Controlling Processes

3.5 Interlibrary Loan (ILL)

3.6 Summary
3.7 Answers to Self Check Exercises
3.8 Keywords
3.9 References and Further Reading

3.0 LEARNING OUTCOMES

The libraries collect, hold, organise, manage and display documents e.g. books,
periodicals, journals, maps, theses and dissertations for the readers to use. The
libraries want their readers to make maximum use of their holdings by borrowing,
whenever they have time and want to.
In this context, the circulation section of any library has immense importance. It
is this section which is responsible for connecting/linking the documents with the
users of the library. The documents are circulated among the users for use outside
the library. An efficient circulation system controls the movement of the documents.
After reading this Unit, you will be able to:
 explain the meaning and importance of circulation service;
 identify the scope and functions of circulation section;
 describe different types of charging systems;
 discuss the concept of RFID; and
 comprehend the concept of interlibrary loan and its importance for the libraries.

89
Library Services
3.1 INTRODUCTION
The circulation section links the library collections to the readers and thus supports
the first two laws of library science. This section ensures the use of books by
readers by offering them issue/return facilities. It is responsible for giving books
to the users, keeping records of what has been given to whom; what has been
returned or what is overdue now. When the books, documents are returned to the
library, it is the duty of the circulation section to put them back on shelves, at the
right places, and also get them repaired if the need arises. This section has record
of all the books which are issued to the users, and which are still on the shelves.
There are different methods of circulation e.g. register system, card system, and
automated system which makes use of barcode technology. At present card system
is widely used, but some small libraries use register system as well. These days,
libraries are automated which implies that all housekeeping operations i.e. routine
jobs are performed through computers by using library software like SOUL,
Libsys, Virtua, etc. The libraries are also using barcode technology for issue /
return of books.
This section keeps records of all registered users of the library – their transactions,
loan period, borrowing privileges, etc. It also supervises many other miscellaneous
jobs like maintaining gate register, property counter and lockers for research
scholars.
After reading this Unit, you will understand different steps and procedures involved
in the circulation work.

3.2 CIRCULATION SERVICES

Libraries procure documents for readers. The documents should be put to maximum
use. The first two laws of library science advocate that the readers should get
books to meet their information needs; and every book in the library should be
used by the readers. The circulation section of any library helps in following these
laws by circulating books among the readers. Circulation work refers to all activities
performed and procedures adopted for registration of users, issue and return of
documents, maintenance of statistics, gate register, property counter and lockers.
The circulation procedures exist to facilitate readers to have access to the books
held by the library.
There are certain documents, books or reference sources like encyclopaedias,
maps, dictionaries, etc. in the libraries which are not lent or issued to readers.
Such documents are known as non-circulation documents. These sources e.g.
encyclopaedias, dictionaries, etc. are designated for reference purpose only. These
are not meant to be read from cover to cover but are used to find answers to
specific queries. The reference collection must be available to all reference staff
to answer specific queries of the readers.
Every library has a circulation desk or counter. It is generally located near the
entrance of the library. It is a service point meant for issue and return of books.
The circulation desk is staffed by trained staff in order to handle circulation system
and answer other queries of the readers.

90
 Circulation Services

Fig. 3.1: Circulation Counter in Libraries

Source: www.nscad.ns.ca/en/home/libraries/default.aspx
http://www.lib.utexas.edu/geo/geolibaboutpages/circdesk.html
www.ignou.ac.in

Points to Remember
* Circulation section ensures use of books by readers by offering them issue
and return facilities.
* This section keeps records of all registered users of the library, their
transactions, loan periods, borrowing privileges, etc.
* Non-circulation documents like dictionaries, maps and journals are not issued
to the readers.
* The circulation desk or counter is located near the entrance of the library.
It is a service point meant for issue and return of books.
Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
1) What do you understand by circulation service?
........................................................................................................................
91
........................................................................................................................
Library Services
........................................................................................................................
........................................................................................................................
........................................................................................................................
2) Write True or False
i) Reference books are non-circulating documents. (T/F)
ii) Circulation desk is located near the entrance of the library. (T/F)
iii) The circulation section does not support the first two laws
of library science. (T/F)
iv) Circulation work involves issue and return of documents. (T/F)
Activity I: Please visit any library in your vicinity and observe the circulation
section there.

3.2.1 Aims of Circulation Services

An efficient circulation section aims at ensuring maximum use of library materials
by the users. It does so by adopting proper procedures, systems for charging and
discharging and maintaining relevant records. It also aims at answering the following
questions:
 If a particular book has been used or not?
 If issued, then
1) to whom it has been issued?
2) when is it due for return?
Which books have not been returned in time?
 Statistics of the issued books.
 To whom a certain book is issued?
 Identification of a particular reader.
 How many books can a particular reader borrow?
 How many books are issued to a particular reader?
 For how many days a particular reader can keep a book?
 For how many days a particular book has been issued?
 How much overdue charge is due from a particular reader?
 How much fine has been collected on a particular day?
 Which reader has reserved a particular book?
 How many books have been reserved by the readers?
3.2.2 Scope of Circulation Services
The circulation work includes the following:
 Registration of members
 Maintenance of database of users
 Charging and discharging
 Renewal
92
 Recall Circulation Services

 Reservation
 Collection of overdue fines
 Maintenance of gate register, property counter and lockers.
Self Check Exercises
Note i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
3) What is the scope of circulation service?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
4) Fill in the blanks:
i) Library Identity cards are _____________.
ii) Renewal is _____________ of loan period.
iii) Charging and discharging means _____________ and _____________
of documents.
iv) Recall is _____________ book back to the library.
v) Reservation means putting the books _____________.

3.3 CIRCULATION SYSTEMS

The different types of circulation systems followed in libraries are listed and discussed
in the following sub sections:

3.3.1 Register System

In this system, a register is maintained by libraries and daily transactions are
recorded sequentially by writing author’s name, title of the book and the reader’s
name to whom the book has been issued. This method is not very popular at
present but generally used in small or school libraries.

3.3.2 Card System

This is the system in which two cards are used – one card is for the book known
as book card and the other is for the user or borrower. This card system is
commonly followed by libraries. The two card systems are as under:
 Browne system
 Newark system
Note: For details pertaining to these systems refer to the section 3.4.2 of this Unit.

93
Library Services 3.3.3 Automated Circulation System
In an automated circulation system, the manual system of operation is replaced
with computer based system of operation. In this system, the library has web
based catalogue which shows the collection e.g. books, journals, etc. and their
availability in the library; besides the record of registered users of the library is
also available on the computer. This is all maintained through integrated library
management software. There are many advantages of using an automated circulation
system. The catalogue displays what the library has and users can access it from
anywhere. The users can easily check their “accounts” to find out what has been
issued to them, books which are overdue and can renew the books.
In an automated circulation system, there is no need for the library to issue and
maintain borrower’s cards or tickets. Every member requires a single card with
a unique identification number (such as library membership number) to be used by
the software to access the member database. The multiple borrowing facilities are
also controlled by the software.
The circulation module performs the following activities:
 Handles activities of lending, return, renewal, and putting on hold, sending
reminders
 Controls the following – circulation type, location and status, user database,
profiles, privileges, computation and payment of overdue fines, lost books,
etc.
 Has additional features like import, export, backup and restore functions for
the database, inventory, generates different kinds of reports e.g. usage statistics,
lesser used books, heavily used collection; supports interlibrary loan, MARC,
Z39.550 standards
 Has an option to generate and print bar coded Identity cards (ID)

Fig. 3.2: Sample of a Bar-coded Library ID Card

Source: IGNOU Library

3.3.4 RFID (Radio Frequency Identification)

RFID technology identifies unique items using radio waves. RFID tags are small
94 integrated circuits which are scanned with a radio transmitter. No line of sight or
direct contact with the tags is required to read them. This technology is being used Circulation Services
by some libraries for issue and return of documents. It also offers security against
the theft in libraries.

3.4 CIRCULATION FUNCTIONS

The circulation functions involve registration of members, charging and discharging
and other controlling processes which have been discussed in the following sections:

3.4.1 Registration of Members

A library can circulate documents only to its registered members only the registered
users enjoy the borrowing privileges. Borrowing privileges refer to the number of
documents which can be borrowed and the length of loan period.
Registration Procedure
The following procedure is followed for registration:
 The new students have to visit the library with their fee receipt and passport
size photograph which they have to show at the circulation counter.
 They are given an Application Form (shown below) to fill:
UNIVERSITY LIBRARY
Application Form for Library Membership
For New Students Only
(To be filled in block letters)
Name:
Department:
Class:
Local Address:
Permanent Address:

Telephone no.:
Date:
Signature of the Student

For office use only

ID No.:
Eligible no. of Tickets:
Validity:
ID Card Received:

Signature of Membership In-Charge

Signature of the Student
 After they fill the form, they are given the membership ID number and are
asked to collect their Library ID Card and tickets after 3-4 days. The reader
tickets are non-transferable. The Library ID Card bears the student’s
photograph, name, address and ID number.
95
Library Services
University Library
Tickets Receipt
Date: .
Membership ID No.:

Mr./Ms.:
Department /School:
Course:
Library Card and Tickets Received on:
Signature of the Staff
In case the students lose their Library ID Card or Tickets, they have to pay a fine
and request the library to re-issue them the same. Moreover, they are to report
to the police about the loss of ID card and obtain a copy of the FIR.
Loss of Library Card
In case, a student loses her/his Library Card, s/he is required to do the following:
 Filing of FIR
The student has to lodge an FIR (First Information Report) at the nearest police
station. After this, s/he has to submit a photocopy of stamped/signed FIR to the
Library.
 Payment of fine
The student has to deposit an amount fixed by the library with the finance branch
of the university. The student gets a proper receipt for the same which s/he
submits in the library.
 Application for the re-issue
The student writes an application to the librarian requesting for a duplicate Library
ID Card.
For the re-issue of the card they are to use the following forms:
Application Form for the Re-issue of ID Card
To
The Librarian
University Library
Loss of Library ID Card
I have lost my Library ID Card No.—————. A copy of FIR is enclosed.
I may kindly be allowed to deposit Rs.—— in the Finance Branch for getting
duplicate Library ID Card.
Date: _________
Signature: _________________
Name: ___________________
Class: _________
Centre/School/Department: ___________________
96
 Circulation Services
For official use
The Finance Officer may please accept Rs.—— from the above mentioned
student.

Librarian

Application Form for the Re-issue of Reader’s Tickets

To
The Librarian
University Library
Sub: Declaration of loss of reader’s ticket
I have lost my Reader’s Tickets .I am applying for issue of duplicate reader’s
tickets. As per library rules, I shall continue to be responsible for any loss which
the library may suffer through the loss or misuse of my reader’s tickets.
Name : _________________________________
Membership No.: ____________________
Missing Ticket Nos.: ____________________
Address: _____________________________________________________
________________________________________________________________
Date: __________________
Signature of the Student

3.4.2 Charging and Discharging Functions

 Browne System
This system was devised by Nina E.Browne. It involves the following steps:
 For charging, the book card is removed from the book and placed in the
borrower’s ticket which has her/his name, address and registration no. /ID
no.
 The borrower’s ticket with book card is filed under the date by the call
number.
 The due date (date on which the borrower is supposed to return the book)
is stamped on the due date slip and the charged book is given to the reader.
 When the book is returned, the due date /issue date is checked from the due
date slip.
 The book card with the borrower’s ticket is taken out from the date guide
card in the charging tray. The due date /issue date is cancelled on the due
date slip and borrower’s ticket is returned to the reader. The book card is
inserted into the book pocket.
 If the book is returned after the due date, overdue fine is calculated, the
97
reader is asked to pay the overdue fine.
Library Services Samples of the materials used in Browne Charging System
CALL. NO. ACC. NO.
NAME OF THE LIBRARY
The following books were issued/are due on the date stamped below:
Date of issue/Date of return Date of issue/Date of return
............................................................................................................................
............................................................................................................................
............................................................................................................................
............................................................................................................................
............................................................................................................................

Size: 12.7 cms x 7.6 cms

Fig. 3.3: Date Slip

Book Pocket——
Acc.No.————
Name of the Library

Size: 12.7 cms x7.6 cms

Fig. 3.4: Book Pocket

CALL NO. ACC NO.

Author:—————
Title:—————

Size: 10.25cms x 5cms

Fig. 3.5: Book Card
98
 Circulation Services
ID.NO
NAME
ADDRESS
SIGNATURE OF THE BORROWER

Fig. 3.6: Borrower’s Ticket

 Newark System
This system also involves borrower’s cards and book cards. The following steps
are involved in this system:
 For charging, the due date is stamped on the due date slip.
 The due date is also stamped on the book card and the borrower card.
 The borrower’s ID no. is written opposite the date in the book card and filed
behind the concerned date guide card.
 When the book is returned, the date of return is stamped on the borrower’s
card. The borrower’s card is given back to the reader.
 The book card is taken out from the circulation file from the date on the date
slip and placed on the book pocket.
 If the book is returned after the due date, the fine is calculated and collected
from the borrower; after the fine is collected, the date of return is stamped.
Samples of the Materials used in Newark Charging System
CALL NO. ACC. NO. .

NAME OF LIBRARY
The Book was issued/due for return on date stamped or marked below:

Size 5"x3"
Fig. 3.7: Date Slip

99
Library Services
OPEN FLAP
NAME OF THE LIBRARY
BRIEF LIBRARY RULES
1
2
3
4
5

Size 5"x3"
Fig. 3.8: Book Pocket

NAME OF THE LIBRARY

CALL NO.
ACC NO.
AUTHOR
TITLE
This Book was issued / is due for return on date
stamped or marked below:
Size 4"x2"
Fig. 3.9: Book Card

NAME OF THE LIBRARY

Borrower’s Id_______________________________________
Date of expiry_______________________________________

NON-TRANSFERABLE

The following books were issued to me.

Signature
Date of issue Date of return Date of issue Date of return

Fig. 3.10: Borrower’s Card

(Note: These columns are repeated on the back of the card)

100
 Charging and Discharging through Automated System Circulation Services

The following procedure is adopted for charging and discharging through automated
system:
 As soon as the list of new students admitted into various courses is received,
the data is fed into the computer software and barcode cards are generated
which have members’ photograph on them. These bar-coded cards are also
laminated too by the Library.
 Barcode labels are prepared for books by using the accession number as key
fields and labels are printed on A4 size self adhesive paper. Each book
received in the library gets a bar code label with a unique number.
 In the computerised circulation system which uses bar code technology, the
borrower presents before the counter her/his library card and the books
which s/he wants to borrow.
 A barcode is an optical machine readable representation of data; it shows
data about the object to which it is attached.

Fig. 3.11: Barcode

Source: http://en.wikipedia.org/wiki/Barcode

 In this system, a barcode scanner is used for reading the barcode from the
borrower’s card/tickets and the book. When the bar codes are scanned and
read, the details of both the borrower and the book are displayed on the
computer screen. Using a bar code scanner is very simple. The library staff
just needs to hover or move the barcode scanner over the barcode label and
click on the keyboard.
 When a book is issued to a borrower, the counter staff scans the bar coded
membership number from the member’s ID card; then the barcode from the
book is scanned. The software checks out the book according to the privileges
granted to the borrower. The printer attached with the computer also generates
or prints the check out slip for the borrower.
 When the book is returned to the library the staff at the counter scans the
bar-coded membership number from the member’s ID card; then the barcode
from the book is scanned. The software displays the details of the borrower
and the due date of return of the book. The book is checked in and the
reader is allowed to go. In case the book is being returned past the due date,
the software calculates the amount of fine due to the borrower. After this the
book is checked in. When a reader/borrower leaves the university, her/his
membership is cancelled and the library issues no dues certificate. The library
management software will scan the database to find out if there is any item
outstanding against her/him. Accordingly, s/he will be issued no due certificate.
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Library Services

Fig. 3.12: Use of Barcode Scanner

Source: http://www.google.co.in/imgres?imgurl=http://www.ccdscanner.net/wp-content/
uploads/2011/05/dc719_laser_barcode_reader_

http://www.google.co.in/imgres?imgurl=http://www.ccdscanner.net/wp-content/uploads/2011/
05/a7e5d_barcode_scanning_5428372392_acb5e5208d.jpg&imgre

Advantages of Barcode Technology

There are many advantages of using barcode technology for circulation work.
Some of the advantages are listed below:
 The efficiency of the circulation section is improved manifolds.
 The technology brings in more accuracy.
 It is fast and user-friendly.
 The records of the readers and books can be checked easily.
Charging and Discharging through RFID (Radio Frequency Identification)
At present some of the libraries are using RFID technology for circulation
procedures. It is a combination of radio frequency-based technology and microchip
technology. The books have RFID tags in place of barcode labels. An RFID tag
is an important component of RFID system. It stores information relating to the
specific item to which it has been fixed. It holds data about identification for a
document, proof of ownership, original storage location, loan status, and other
bibliographical details of the document. It is very thin and can be put between the
pages and the reader remains unaware of it. The information contained on microchips
in the tags is read using radio frequency technology.

Fig.3.13: RFID Tag

102 Source:http://www.rfid-library.com/images/picture-transponder.png
Components of RFID Technology (Vasishta, 2009) Circulation Services

 RFID tags (discussed above)

 RFID reader – It reads data stored on RFID tags. Line of sight is not
required for reading the tags.
 Computers – RFID equipment can be connected to a computer or a network
of computers
 Self check in/checkout stations – These points will have computers where
readers can check in and check out by themselves.
 Exit gates – The gate which has sensors, senses the information from the
tags and sends it to server; after checking the circulation database it activates
an alarm if the material is not checked out.
 Application software and server – The library automation software, which
is stored on a server, has all the circulation data; the software interfaces with
RFID system to transmit and receive data.
Advantages of RFID Technology
 It makes the check in/checkout procedures very simple. This is because the
information from the RFID tags can be read much faster compared to
barcodes.
 Line of sight is not required for reading the RFID tags.
 It reduces rush of readers at circulation counter.
 It ensures instant updation of the databases.
 It supports self check in/checkout.
 It also prevents theft of library materials. FID systems encode the circulation
status on RFID tags. When a borrower tries to take out the book which has
not been checked out, the alarm at the gate rings. (When RFID is implemented
in any library special gates are installed at the entrance of the library. These
gates have sensors to read information from the tags of the books which are
being taken out)

Fig. 3.14: Exit Gate with Sensors

Source:http://www.google.co.in/imgres?imgurl=http://2.imimg.com/data2/MK/IJ/IMFCP-
2746147/gate-antenna-250x250.jpg&imgrefurl

103
Library Services
Points to Remember
* RFID is radio frequency identification.
* No line of sight or direct contact is required for reading or scanning the
RFID tags.
* RFID supports self issue/return.
* RFID also offers security solution against theft in the library.
Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
5) What is RFID technology?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
6) What are the different components of RFID?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
7) Fill in the blanks:
i) RFID technology is used for ___________ activities in the library.
ii) RFID tags are very ___________.
iii) RFID supports___________.
iv) RFID reader reads data stored in ___________.

3.4.3 Controlling Processes

The controlling processes of the circulation section are as under:
 Renewals
Renewal is extension of loan period for a document. It means that the reader may
want to retain or keep the book even after the due date. In such a case, s/he can
get the loan period extended before the due date as stamped on the due date slip.
The library staff will extend the loan period provided the book has not been
reserved by any other reader. The readers are also told that they will have to
return the book as soon as another reader needs it.
 Recall
If a library book currently checked out to a reader is urgently needed by another
reader, the library staff may ask the reader (to whom it is checked out) to return
104 the book. This activity of calling the book back in to the library is known as
recalling. The library may send a recall notice to the borrower and the item has Circulation Services
to be returned by the new due date specified in the notice.
 Reservation
All library books are loaned on first come and first served basis. If a book needed
by a reader is checked out, then the reader may reserve the book to be issued
to her/him when returned. The books currently in circulation may be placed on
reserve or hold for other registered readers of the library. The library staff reserves
or holds the book upon request. A record is maintained of the readers who have
made different reservation requests for books, in reservation register. The order
in the reservation register is followed for servicing of reserved books. The books
reserved are issued only against the valid tickets of the reader who made the
request. When the desired book is returned, the reader is intimated through mail
or phone to come and get the book issued. It is the duty of the reader to notify
the library if s/he no longer needs the requested book. Reservation is keeping the
checked out books on hold for the readers who need and request the library for
the same.
 Overdue Notices /Reminders
Reminders are sent to the readers by the library. The borrowers at times tend to
keep the borrowed books after the due date; at times they forget to return the
books in time. This prevents the use of books by other readers with similar
information needs. The library reminds the borrowers to return the overdue books.
Reminders sent by library staff, intend to remind the users about the overdue
books. Reminders may be sent through letters, e-mail or on phone. If a document
is not returned or renewed by its due date borrowers may receive e-mail notices
from the library informing them of the overdue date. These notices are courtesy
notices and borrowers should not expect a reminder every time they keep an item
past due date.
 Fines
Overdue charges – Overdue fines are assessed for books returned past the due
date. This is done in order to encourage library readers to return their material by
the designated return date so that they are available for other readers.
Damaged items – Fines are also levied for lost or damaged material/books. This
is done so that the reader takes proper care of library books.
Replacement cost – If a book has been lost or damaged by the borrower then
s/he is asked to replace the book or pay the cost of the book. The library may
issue receipt against the amount of fine collected from individual borrower. Some
libraries keep a conscience box for collecting fines. It is a locked box with a slit
on the top. The defaulters may drop in their amount. The library staff counts the
cash collected and enters it in the cash book of the library.

3.5 INTERLIBRARY LOAN (ILL)

Interlibrary loan is sharing of documents among the libraries. The libraries lend and
borrow books and other documents in order to meet the information needs of the
readers. All kinds of libraries participate in this activity. Interlibrary loan (ILL) is
a service whereby a user of one library can borrow books or receive photocopies
of documents which are held and owned by another library.
105
Library Services The user/reader requests her/his library to acquire a book or a photocopy of an
article not held by the parent library. The parent library acts as an intermediary,
finds out where the requested book is available and gets the book from the owner
library. The user is intimated to come and collect the required book.
The policies of interlibrary loan may vary from library to library. The books or
documents which are very much in demand or circulation are not given on interlibrary
loan. Reference books, rare books, bound periodicals, and current issues of
periodicals are also not given on interlibrary loan. The loan period is specified by
the lending library. All the interlibrary loan items have to be returned by due date.
The lending library may specify that the loaned book should be used only inside
the borrower’s library.
Need for Interlibrary Loan
The Interlibrary loan service has tremendous importance for the libraries and the
readers. No library can ever procure all the documents published in different
subject areas. The libraries have limited storage space and funds to procure all the
documents. But the demands and expectations of the readers are ever growing.
So in order to meet the needs of users the libraries can take resort to interlibrary
loan.
Points to Remember
* Interlibrary loan is sharing of documents among the libraries.
* The books or documents which are very much in demand or circulation are
not given on interlibrary loan.
* Reference books, rare books, bound periodicals; current issues of periodicals
are also not given on interlibrary loan.
* The activity of calling the book back in to the library is known as recalling.
* Fines are levied on students in order to make them more responsible towards
the library items.
Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
8) What is interlibrary loan?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
9) What is the need of interlibrary loan?
........................................................................................................................
........................................................................................................................
........................................................................................................................
106
10) Write True or False Circulation Services

i) Interlibrary loan service does not help users. (T/F)

ii) Reference books are not given on interlibrary loan. (T/F)
iii) Interlibrary loan services facilitate sharing of documents
among the libraries. (T/F)
iv) Items borrowed through interlibrary loan have to be returned
within the timeframe specified by the owner library. (T/F)
v) The readers always have limited needs. (T/F)
Miscellaneous Jobs of Circulation Section
The circulation section has certain other miscellaneous jobs. It has to maintain the
gate register, property counter and lockers which are allotted to research scholars.
Gate register: A gate register is placed at the entrance of the library. Each reader
or visitor is supposed to enter her/his name, address, time of checking in and
signature. This is an important record because it shows how many readers are
daily visiting the library to access resources maintained by it.
Property counter: This is always outside the library. The readers are not allowed
to bring in their personal books and other items like overcoats, umbrellas and
briefcases inside the library. These things may be deposited at the property counter
before entering the library. The readers are expected not to leave their money or
any other precious item at the property counter. The library does not accept any
responsibility for loss of any item from property counter.
Lockers: Libraries provide lockers to research scholars for storing the books
which have been checked out to them. The students cannot keep any non circulating
item or book which has not been checked out to them. They are not expected to
keep any valuable item in the lockers. The library does not accept any responsibility
for the loss of any item from lockers.

Fig. 3.15: Lockers in the Library

Source :http://library.wlu.edu/services/carrels.asp http://www.library.appstate.edu/services/

circ/locker.html

107
Library Services
3.6 SUMMARY
The circulation section of any library has immense importance. It links the library
collections to the readers and thus supports the first two laws of library science.
This section ensures the use of books by readers offering issue/return facilities. It
is responsible for giving books to the users, keeps records of what has been given
to whom, what has been returned and what is overdue now. Circulation work
refers to all activities performed and procedures adopted for registration of users,
issue and return of documents, maintenance of statistics, gate register, property
counter and lockers. The circulation procedures exist to facilitate readers’ access
to the books held by the library. There are three different types of charging
systems – register system, card system and automated system. The automated
system incorporates the use of barcode technology for issue and return of documents
in the library. Besides, at present some of the libraries are using RFID technology
for circulation procedures. It is a combination of radio frequency based technology
and microchip technology. The books have RFID tags in place of barcode labels.
The circulation section also supervises maintenance of gate register, property counter
and lockers. It provides interlibrary loan, a service which helps members of a
library to obtain documents from other libraries.

3.7 ANSWERS TO SELF CHECK EXERCISES

1) Circulation service encompasses all activities, i.e. processes related to issue
and return of books, creation and maintenance of relevant records and files.
2) i) T ii) T iii) F iv) T
3) Circulation service involves the following:
 Registration of users
 Charging and discharging
 Reservation, recall, renewal
 Collection of overdue fines
 Maintenance of gate register, property counter and lockers.
4) i) non-transferable
ii) extension
iii) issue/return
iv) calling
v) on hold
5) RFID technology is a combination of radio frequency based technology and
microchip technology. This technology may be used for circulation functions
as well as for prevention of theft of books from the libraries.
6) The different components of RFID are as under:
 RFID tags
 RFID reader
 Computers
 Self check in/checkout stations
 Exit gates
 Application software and server
108
7) (i) circulation (ii) thin (iii) self check in /checkout iv) RFID tags Circulation Services

8) Interlibrary loan is sharing of documents among the libraries. The libraries

lend and borrow material from each other in order to help the users. It is a
service which helps registered members of a library obtains documents from
other libraries.
9) The interlibrary loan service has immense importance for the libraries and the
readers. No library can ever procure all the documents published in different
subject areas. Moreover, the libraries have limited storage space and funds
to procure all the documents. But the demands and expectations of the
readers are ever growing. So, to meet the needs of users the libraries can
take resort to interlibrary loan.
10) i) False
ii) True
iii) True
iv) True
v) False

3.8 KEYWORDS
Check in/Checkout : to return/borrow
Circulation : All activities and procedures related to the
lending and return of library books.
Circulation Desk : A counter at the entrance of the library where
students check in or check out books.
Holds : Checked out books which are kept on reserve
for readers.
Renewal : It is a process by which the students can get
the loan period of the library book extended.

3.9 REFERENCES AND FURTHER READING

Evans, G. Edward. Developing Library and Information Center Collection.
Assist. Margret R. Zarnosky.Colorado:Libraries Unlimited,1990. Print.
Shahid, S.M. Use of RFID Technology in Libraries: a New Approach to Circulation,
Tracking, Inventorying, and Security of Library Materials. Library Philosophy
and Practice, 8(1).2005.Web. 15th June 2011 http://www.webpages.uidaho.edu/
~mbolin/shahid.pdf
Stueart, R. D., and B.B.Moran. Library and Information Management. 6th Ed.
Greenwood Village: Libraries Unlimited, 2004. Print.
Vasishta, Seema. Roadmap for RFID Implementation in Central Library, PEC
University of Technology.2009. Web. 15th June 2011crl.du.ac.in/ical09/papers/
index_files/ical-49_196_414_1_RV.pdf.

109
 UNIT 4 REFERENCE SERVICE
Structure
4.0 Learning Outcomes
4.1 Introduction
4.2 Reference Service: Concept
4.3 Need and Purpose of the Reference Service
4.4 Components of the Reference Service
4.4.1 Acquiring, Organising and Maintaining Information Sources
4.4.2 Answering Reference Queries
4.4.3 Providing Reader’s Advisory Service
4.4.4 Information Literacy
4.4.5 Selecting and Evaluating Print and Electronic Information Resources
4.4.6 Creating Finding Tools and Websites
4.4.7 Promoting the Reference Service
4.4.8 Evaluating the Reference Service

4.5 Different Modes of Providing Reference Service

4.5.1 Face-to-Face Reference Service
4.5.2 Reference Service through Telephone
4.5.3 Virtual Reference Service

4.6 Relevance of the Reference Service in the Digital Era

4.7 Reference Queries
4.7.1 Directional Queries
4.7.2 Procedural Queries
4.7.3 Basic Reference Queries
4.7.4 Research Queries
4.7.5 Bibliographic Verification
4.7.6 Reference Queries and Information Sources

4.8 Summary
4.9 Keywords
4.10 Answers to Self Check Exercises
4.11 References and Further Reading

4.0 LEARNING OUTCOMES

In this Unit, you will learn about the concept of reference service provided to the
users in the libraries. After reading this Unit, you will be able to:
 discuss the concept and meaning of reference service;
 explain the importance of reference service;
 describe the work and the activities, which are carried out in providing
reference service;
110
 identify various types of reference queries handled by the reference staff; and Reference Service

 highlight about the impact of information and communication technologies on

the reference service.

4.1 INTRODUCTION
When you visit a hospital, bank, or any other public place you feel happy and
comfortable when somebody is readily available to help or guide you. You can
avail of the services easily and satisfactorily. Similarly reference services are provided
in libraries to help the readers in making use of library facilities. For example the
readers visiting a library may not know the location of different sections of the
library, how to consult an OPAC and retrieve information from it, whether a
particular journal or database is subscribed by the library or not. In such a situation,
it is the duty of the library staff to help the readers by providing the relevant
information. So, reference service is providing relevant and timely information to
help the readers.
The libraries are service-oriented institutions. They exist to acquire, collect, organise
and disseminate information, which is contained in different documents-print, audio,
video and digital. The libraries acquire different documents, process them and
make them available to the readers for use. They prepare and maintain tools like
catalogue, shelf list, bibliographies to facilitate the use of books and other material
by the readers. The libraries intend to convert potential visitors into the regular
users. In order to achieve this, a human agency is needed to tell the users about
the various resources and services offered by the libraries. The human agency or
the staff of the library offers help to the readers in the form of reference service.
Samuel Green, the librarian of the Worcester Free Public Library in Massachusetts,
introduced the concept of reference service when he suggested that the librarian
should assist the user in the selection of books. (Genz, 1998). Since then, the
concept of reference service has evolved a lot. The term ‘reference service’ now
denotes a wide range of activities undertaken by the library staff to promote and
ensure use of collections and services offered by them.
In this Unit, we will learn the meaning of reference service. We shall also dwell
upon the factors, which necessitate reference service. This Unit shall also covers
the wide range of activities that are undertaken for providing reference service.
This Unit will also describes on the types of queries, which are handled by the
reference staff.

4.2 REFERENCE SERVICE: CONCEPT

Reference service, is the process of helping readers to identify sources of information
in response to a particular query, problem or assignment to be done.
Following are some of the definitions of reference service given by the various
experts.
Ranganathan has defined reference service as a personal service to each reader
in helping her/him to find the document, answering the particular query, pinpointedly,
exhaustively and expeditiously. Ranganathan has also emphasised that the reference
service aims at “providing the right book to the right reader at the right time.” He
further said that the questions or queries which are answered by the library staff
can be categorised as: 111
Library Services  Ready reference queries
 Short range queries
 Long range queries
The ready reference queries are the queries which are answered immediately to
satisfy the readers. For example:
 Where is the text book section?
 What are the timings of the library?
 What is the number of union territories in India?
 Which are the universities in Canada which offer library science courses?
 The above queries can be answered immediately. The staff can easily tell
the location of the text book section-whether it is located on the ground
floor, first floor, or somewhere else.
 Regarding the timings of the library, the staff can tell verbally and even
show that it is written at the entry point of the library. The libraries
usually have guides and pamphlets which provide all the information
about timings, rules, collection and services of the library. These guides
or pamphlets can be given to the readers.
 The staff may consult any yearbook like India: A Reference Annual or
Manorama Yearbook to find out about the number of union territories
in India.
 The staff may consult World of Learning to tell about the universities
which offer courses in library Science in Canada.
The short range queries are the queries which take sometime to answer. For
example:
 What are the sources –print and electronic, which provide statistical data on
environment and forest?
 Is the library having any data on folk stories of tribals of Gujarat and Assam?
 What are the electronic journals available in the library on international
relations?
 CMIE (Centre for Monitoring Indian Economy Pvt. Ltd.) publishes
monthly reports and journals on various aspects of Indian economy-
these are generally subscribed by the academic libraries. India stat.com
is another online database which provides statistical data on various
aspects of Indian economy.
 The staff can consult the catalogue of the library to find out if the
collection has any textbook on tribals of Gujarat or Assam.
 For finding out the journals available in the field of international relations,
the staff can browse the catalogue and online databases. For example,
the staff should be well conversant with the content and coverage of
online databases subscribed by the library.
112
The long range queries are the ones which take one or more weeks to be answered. Reference Service
For example:
 Articles published on “use of social media by the students” in the databases
subscribed by the library.
 Bibliography on “use of multimedia for teaching English to the children living
in remote and far-flung areas of India”
The staff can easily make out that both the topics given above relate to education.
They may consult educational journals or general databases like Proquest-ARL,
EBSCO-ASC or Sage education journals. Besides, they can also consult computer
science and English language journals to know about the research done on the
above topics. If the staff cannot decide on their own, it is always good to take
the help of faculty members of related fields who are experts.
W. Bishop has defined reference service as, “the service rendered by a librarian
in aid of some sort of study. It is an organised effort on the part of libraries in aid
of the most expeditious and fruitful use of their books.”(Genz, 1998)
Margaret Hutchins has defined reference service as direct personal aid within a
library, to persons in search of information for whatever purpose and also various
activities specially aimed at making information as easily available as possible.
William Katz opines that reference service is behind the scene activities of the
reference library in the selection, acquisition and maintenance of the library stock
and its careful and administration.
The essence of reference service as revealed in the definitions given above, is
 providing assistance to the users/readers in the use of libraries and their
collections;
 organising collection and services to ensure their maximum usage;
 saving precious time of the readers; and
 acquiring and maintaining appropriate reference collection.
All the libraries, irrespective of their types-public, academic, or special libraries
provide reference service only the extent or scale of the reference service rendered
differs. The different types of libraries may provide one or more of the following
services:
 Telling the readers of the availability of a particular document in the collection.
 Selection of books, online resources, websites, etc.
 Fact finding from print or electronic resources.
 Telling the students how to access e- resources or card catalogue or online
catalogue.
 Literature search, preparation of bibliographies, etc. for researchers.
 Verification of references used by the researchers.
Reference service is the service that intends to connect the users with the information
sources they need. The service also aims to enhance the use of holdings of the
library. The most important point to be stressed here is that the reference service 113
Library Services seeks to fulfil the greater mission of the library, which is to maximise the use of
resources and services, by helping the individual readers.
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
1) What do you understand by reference service?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

4.3 NEED AND PURPOSE OF THE REFERENCE

SERVICE

Fig. 4.1: Screenshot of South Campus Library, University of Delhi

Source: http://crl.du.ac.in/sdcl/Library%20Services/Reference%20Services.htm

The Screenshot of the south campus library of University of Delhi given above
states that the reference service is provided to help the users. It means that in
case the readers have any query regarding how to use a catalogue,availability of
any book or document or service or facility,they can consult any member of the
staff.
By now, you must have clearly understood that reference service is the vital
function of any library. Though the ever-expanding availability of electronic resources
114
tends to influence the nature of reference service, the essential component of
“service” remains the same. The availability of electronic resources-subscription Reference Service
based and free Internet resources make the reference service more essential. The
users have a wide range of information sources, which need to be evaluated for
authenticity and currency. The users experience a phenomenon of information
explosion, information deluge. They feel lost, adrift in the vast ocean of information.
Reference service, which is also personalised service, helps the users in getting
exactly what they want. Libraries, by providing, intensive need based reference
service reaffirm their importance and centrality as service institutions for excellence.
There has been a lot of emphasis on providing reference service. It is considered
indispensable in libraries because of the following reasons:
 Rising readers’ expectations and needs;
 Information deluge or information overload;
 Variety of documents; and
 Availability of information and communication technologies.
Points to Remember
* Reference service is the personalised service directed towards the users.
* It helps the readers in locating the sources of information relevant to their
needs.
* Reference service also saves the precious time of the readers.
* It also contributes in enhancing the use of the resources and services of the
libraries.
Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
2) Fill in the blanks
1) Reference service __________ the readers.
2) ___________ introduced the concept of reference service.
3) Reference service is _________ service to the readers.
‘
3) Write True or False
1) Reference service is not a personalised service. (T/F)
2) Libraries by providing reference service deny their status as service
oriented institutions. (T/F)
3) The readers are confident and self- dependent due to information deluge.
(T/F)
4) Reference service is intended to prevent the use of resources and
services of the library. (T/F)

115
Library Services
4.4 COMPONENTS OF THE REFERENCE
SERVICE
The components of the reference service refer to those activities of the library
which are undertaken to help the users.
S.S.Green introduced the following components of reference service:
 Instruct the reader in the ways of the library.
 Assist readers in solving their inquiries.
 Aid the reader in the selection of good works.
 Promote the library within the community.
The Draft Definition developed by RSS (Reference Service Section) Evaluation of
Reference and User Services Committee, 2006 is as follows:
“Reference work includes activities that involve the creation, management and
assessment of reference resources, tools and services as well as reference
transactions and liaison activities. The creation and management of information
resources includes the development and maintenance of reference collections,
print and electronic research guides, catalogues, databases, websites, search engines
that patrons can use independently, in house or remotely, to satisfy their information
needs. Assessment activities include the measurement and evaluation of reference
work, resources and services.”
The different activities involved in providing reference service are given as under:
 Acquiring, organising and maintaining information sources.
 Answering reference queries.
 Providing reader’s advisory service.
 Information literacy.
 Selecting and evaluating print and electronic information resources.
 Creating finding tools and websites.
 Promoting reference service.
 Evaluating reference services.

4.4.1 Acquiring, Organising and Maintaining Information

Sources
The reference service involves interacting with the readers. These interactions are
also called reference transactions. The reference transactions are information
consultations in which the library staff recommend, interpret evaluate or use
information resources to help others meet particular needs. www.ala.org/ala/mgrps/
divs/rusa/resources/guidelines/def.The reference transactions can take place through
face to face meeting, telephone, mail or through online chat. The library staff
maintains a basic reference collection in order to answer the readers’ queries.
They assesses the range of queries which may come up in future; accordingly they
compile and design, answer archives or frequently asked questions (FAQs) to
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answer and solve users’ queries. The library staff also acquires basic reference Reference Service
books for the library’s collection. These reference books are used to answer
reference queries of the readers.

4.4.2 Answering Reference Queries

The library staff answers different queries which are raised by the users. The
queries are answered by the staff by consulting various information sources which
may be in print or electronic form. It is pertinent to mention here that the reference
queries may be of the following types:
 Ready reference queries
 Research queries
 Bibliographic verification
All these will be discussed in detail in the section 4.7 of this Unit.

4.4.3 Providing Readers’ Advisory Service

The reference staff help the readers in getting right books of their choice. They
may often come across the following request, “Will you help me find a good
book?” This service can be appropriately provided on the basis of a successful
interaction between the reference staff and the user. Asking questions, listening
carefully to the readers’ response and tailoring help accordingly is the basis of
providing excellent advisory service. Many of the online databases-resources,
websites provide recommendations to other books for those who like a given
title. This kind of advisory service is provided in public libraries, where the readers
are more interested in fiction titles. This service may be provided in academic
libraries to help the new researchers who want to deepen their knowledge in a
particular field. For offering such a service, the reference staff should know about
the availability of various titles in any given field. They should be well familiar with
the library’s collection. The reference staff should be able to convey their suggestion
or opinion in a friendly, polite and conversational manner.

4.4.4 Information Literacy

The reference staff conduct information literacy sessions for the users. Information
literacy is defined as a set of abilities enabling individuals to recognise when
information is needed and have the capacity to locate, evaluate and use effectively
the needed information. (ALA, 1989). In simple words, it means teaching the
users how to access the card catalogue or OPAC, print resources, retrieve
information from online databases .It also involves teaching the students about
how to evaluate and judge the resources on the basis of authenticity, coverage,
currency, etc. It implies teaching the students how to identify information need,
how to seek and retrieve the information from the various sources of information.

4.4.5 Selecting and Evaluating Print and Electronic

Information Resources
The reference librarian has the responsibility of evaluating and selecting print and
electronic information resources for the reference collection of the library. The
following criteria or checkpoints may help in determining if a particular resource
be acquired for the reference collection:
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Library Services  Scope
 Content-its quality
 Appropriateness for audience
 Authority
 Currency
 Accuracy
 Ease of use
 Cost
The libraries may select reference materials by reading reviews in the library
professional literature such as Library Journal, Choice Book List’s and Reference
Books’ Bulletin. Some libraries go for physical reviewing of reference sources
before they finally purchase them. At this point, it is also very important to tell and
explain about reference books. The reference books are those texts, which are
consulted for a specific type of information. They are not meant to be read as a
whole. Another characteristic feature of reference books is that these are not
issued to the readers. These are to be consulted and used within the library
premises. The examples of reference books are encyclopaedias, dictionaries, etc.
You know textbooks are meant to be read from cover to cover and are issued
to the readers. The examples are English Reader for Class XII, Fundamentals
of Chemistry, etc. The textbooks are written keeping in mind the particular audience
of specific age group.

4.4.6 Creating Finding Tools and Websites

The reference staff create finding tools and pathfinders for library users. The
libraries prepare pathfinders for very common queries raised by the students. The
pathfinders may assist and guide the students in selecting and locating appropriate
reference source, pertinent database, search terms, authoritative current websites,
and tips for searching the OPAC for any other additional material. For example
the reference staff should be aware of the following web resources in order to
guide the users:
 Internet Public Library (ipl2 http://www.ipl.org/)
 Best of the Web http://botw.org/

4.4.7 Promoting the Reference Service

The reference staff should promote reference service among the user community.
The libraries should demonstrate how they can effectively serve the students
community. This kind of promotional activities will definitely enhance the usage of
the library resources. The promotion of reference service can be done through the
print, letters, e-mails and websites. The frequent interaction of the reference staff
with the teachers, staff and students can provide opportunities to promote the
resources of the libraries.

4.4.8 Evaluating the Reference Service

Evaluation is an important component of any activity which is being undertaken in
118 the library. It helps in finding out and assessing if the service is helping the users,
for whom it is intended. Evaluation can be done by collecting the users’ feedback Reference Service
on the services, which are being offered to them. The services can be modified,
extended or changed in the light of the feedback received from the users. The
feedback can be collected through the questionnaire or interview method or both.
Points to Remember
* Reference service comprises those activities which are performed or
undertaken for helping the users.
* Acquiring, organising and managing reference resources are integral activities
for providing reference service.
* It is responsible for increasing the use of resources and services of the
library.
* The provision of reference service should be promoted among the users.
The library staff should make concerted efforts to promote reference service
of the library.
* These services should also be evaluated in order to know that the users are
real beneficiaries of these services. Evaluation helps in finding out if the
reference service is useful for the readers.
Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
4) Fill in the blanks:
1) Reference service helps the readers in selecting resources according to
their ___________________.
2) Reference service ___________the time of the readers.
3) Reference service ensures_________use of resources among the readers.
4) Evaluation of reference service helps in their ___________
5) Match the following:
A B
1) Promotion a) E-mail, chat
2) Evaluation b) Teaching the students how to
identify information needs and meet
them from various resources.
3) Information literacy c) Assess relevance of reference
service for the readers.
4) Virtual reference service d) May be done through print letters,
e-mails, interaction with the users.
6) Describe the main activities, which are undertaken for providing reference
service.
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Library Services 7) What do you understand by information literacy?
........................................................................................................................
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8) What are the criteria used for evaluating the reference sources?
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9) How can the library promote its reference service?
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4.5 DIFFERENT MODES OF PROVIDING

REFERENCE SERVICE
The reference service may be provided through the following modes or ways:

4.5.1 Face-to-Face Reference Service

In face-to-face reference service, the user and the reference librarian are present
before each other in close proximity.

Fig. 4.2: Face-to-Face Reference Service

Source:
http://www.google.co.in/imgres?imgurl=http://www.sdmiramar.edu/library/images/
ref_desk.jpg&imgrefurl=http://www.sdmiramar.edu/library/info
h t t p: / / www. g oog l e. c o. i n / i m gr e s?i m gu r l = h t t p : / / fa r m 4. s t a t i c. fl i c kr. com / 356 2/
3475705681_c103a0f322.jpg&imgrefurl=http://www.davidleeking.co
www2.liu.edu/cwis/cwp/library/refcom05.jpg
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4.5.2 Reference Service through Telephone Reference Service

Fig. 4.3: Reference Service through Telephone

Source: http://www.nysl.nysed.gov/nyempnews/librarynews/servicestobusiness022.jpg&
imgrefur

The reference queries are also entertained through telephone. The librarian cannot
see the user but can hear the tone and inflexions in her/his voice and thereby can
ascertain how the user is communicating.
When the user asks some questions over the telephone, the librarian should rephrase
the question in order to clarify the meaning and ascertain what the user wants.
Once the answer to the query has been provided, follow-up question may be
asked in order to confirm that the query has been appropriately answered. The
library staff should also tell the source where answer can be found. The reference
staff is expected to provide value-added service to the users. For example, if a
user wants to know about the chief minister of a particular state –it would be more
relevant to explain that the government of that particular state has an official
website and a page for the chief minister. At the end of the interaction or transaction,
the user or caller should be encouraged to call again or visit the library.

Activity I: Please visit any library in your vicinity and find out how reference
service is provided through telephones. Enquire about the type of queries the
staff receives through phones and write about them.

Activity II: Visit any academic library in your vicinity and see around their
reference collection. Find out the different reference sources which the library
staff uses for answering to reference queries. List any five resources commonly
used by them.

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Library Services 4.5.3 Virtual Reference Service

Fig. 4.4: Screenshot of Delhi University Library System

Source: http://crl.du.ac.in/vrs/index.htm
The screen shot of Delhi University Library System reveals that the library system
provides virtual reference service to the readers. The readers can send their
queries through e-mail and also chat with the library staff to get answers for their
queries.
The virtual reference service (electronic reference service, and digital reference
service, are the other terms used for virtual reference service) is offered in computer
mediated environment. This type of reference service helps those who cannot visit
the library in person.
 E-mail
The libraries have been providing reference service through e-mail for the last 15
years or so. The libraries provide well designated e- mail reference forms through
which the users can send their queries. The sample e-mail reference forms can be
found in many library websites. Internet Public Library’s (www.ipl.org) also provides
e- mail reference form. The reference staff may get queries for facts, library
policies, student queries seeking help in term papers, assignments, etc. The librarian
before attending to a query should collect enough information from the users
because s/he cannot ask follow up questions to completely understand the query.
This type of reference service through e-mail is slower than face-to-face reference
service. But it gives ample time to the reference librarian to do some research
before providing a thorough response. The e-mail response of the reference staff
should invite the user to return for more information and use the service again.
Activity III: Write about any library which provides reference services though
e-mail. Give four examples of such libraries.
Activity IV: Visit any library in your vicinity and write about how reference
122
service is provided to the readers.
 Chat Reference Service

The reference service through chat has a lot of importance and potential as these
are provided in real time. In chat reference service the library staff can respond
immediately to the users’ queries. The reference staff should greet the user by
name and acknowledge the receipt of the question. The users must be told what
steps are being taken, to solve their queries, since the users cannot see what the
staff is doing. The staff should carefully read the users’ replies for clues. The chat
is text-based and it offers no opportunity to observe non-verbal clues. Attention
should be paid to the fact that the information given to the users really answers
their queries. The library staff have opportunity to communicate back with the
user. The users can be given guidance for future queries. The library staff can ask
the user to restate or clarify the question, and the context in which the information
is sought. The staff should encourage the user to return for more information or
with another query. In chat reference, the users get transcripts with all the
information from the search process.
 IM (Instant Messaging) and SMS (Short Text Messaging)
These are faster than chat. The reference staff may answer ready reference
questions, directions or policy related queries. The reference staff is required to
be very brief and to the point while responding to the instant messaging (IM) and
short text messaging (SMS) queries. The staff may ask the user to give e-mail
address and give him more information on the topic in context or encourage the
reader to visit the library. The users value IM and SMS for their convenience,
anonymity and quick help (Ruppel and Fagan, 2002).
The reference staff providing reference service should use simple, crystal clear
words to express answers to the users’ queries. It means that the answers should
be properly worded and expressed. Straw states that, “a well written response
not only answers a question eloquently, but it also tells the user about the importance
that the library places on the question.” (Straw, 2000:379) Mon and Janes have
highlighted that the librarians who use more words in their answers are appreciated
more than the librarians who are economical with words and give “canned responses”
(Mon and Janes, 2001). They should encourage the users to make more use of
reference service.

Fig. 4.5: Screenshot of Oregon State University Library

Source: http://osulibrary.oregonstate.edu/reference/ 123
Library Services The screenshot of Oregon State University Library, given above tells that the
Library provides reference service through the following:
 Ask a Librarian
 Text Message
 E-mail
 Telephone
Activity V: Please visit any library website and write how IM is used by it.
The virtual reference service is often underestimated because the users do not
know about its availability or existence. So in order to make it widely known, the
librarians should mark the service and make it visible on the library’s website. The
rules like who can use the service should be clearly communicated to the users.
The reference staff may take extra efforts for promoting virtual reference service.

4.6 RELEVANCE OF THE REFERENCE SERVICE

IN THE DIGITAL ERA
The reference service has always been considered as a core library service. The
concept of reference service has undergone many transformations owing to the
development of the information society and change in the functions of the libraries,
but much has remained the same. One thing which needs to be kept in mind is that
it is still a service in which the librarian interacts with the readers on one to one
basis.
The level of personal service has become more important in today’s time due to
depersonalising effects of information and communication technologies. At the
same time, the way reference service is provided has changed to a great extent.
It extends beyond face-to-face help and is further provided through telephone,
e-mail, etc. The libraries use other tools like blogs, wikis, and chat software for
providing reference service.
Now-a-days, it is also being felt and suggested that a librarian is not needed to
handle many reference queries. Ryan (2008) has concluded that 89% of questions
could be handled and answered by a non-librarian. The students do not very much
depend upon the library and their research is facilitated by the large amounts of
information available online.
The users are heavily inclined towards using the Internet resources. They think
every thing is available on the Internet. In this situation, the role of the reference
librarian has increased manifold. The reference librarian needs to educate the
users that everything is not available on the internet and moreover the quality,
currency and authority of the resources are not ensured. The reference staff needs
to tell that there is a concept of Invisible Net, where the content is available behind
a password, which implies that the content is not freely available.
The users should access and consult the resources, as well as online databases
subscribed by the library; these resources provide reliable, current and authentic
information. The reference staff has a pivotal role to play. They are human search
engines who can sift and evaluate information before offering it to the users. The
reference staff should stress upon attracting the users towards the library and
124
exploring, browsing and reading the resources available there. The reference staff Reference Service
after evaluating the Internet resources (through the checkpoints discussed in 4.4.5
of this Unit) can use them for offering services to the users.
Points to Remember
* Reference service has evolved a lot ever since it was started.
* The library provides reference service through phone, e-mail and other tools
like blogs, wikis, IM and SMS.
* In today’s digital age, the reference librarian has more important role to
play.
* There is a lot of information available on the internet. The reference staff
should educate the users about how to locate and find authoritative and
current information.
* The library staff should stress upon attracting the users towards library
resources and using them
Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
10) State the different factors that necessitate the provision of reference service
in the libraries.
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11) Discuss the relevance of reference service in the digital era
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4.7 REFERENCE QUERIES

A reference query is a question or enquiry put forth before the reference staff by
a user who expects some answer, help or support. The different types of reference
queries are discussed in the following subsections:

4.7.1 Directional Queries

The directional queries are the enquiries that arise when the users want to know
where a particular document or resource has been kept.
The following are the examples of directional queries:
 Where is the text book section?
 Is a particular book available in the collection of the library?
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Library Services 4.7.2 Procedural Queries
The procedural queries are the enquiries that come up when the users want to
know about the procedures or policies of the library .The following are the examples
of the procedural queries:
 What fine has to be paid for the overdue books?
 How can I become a member of this library?
 How can I get a book reserved which is not available presently?

4.7.3 Basic Reference Queries

The basic reference queries are the enquiries that come up when quick, immediate,
and factual answers are required; information required may be wide ranging but
not deep. The following are the examples of the basic reference queries:
 Where was Dr.A.P.J Abdul Kalam born?
 Who won the Hockey World Cup 2010?
 How many districts are there in the state of Madhya Pradesh?
The librarians can readily answer these queries; but it is advisable for the librarians
to teach the users about where to locate the information, which sources to consult,
etc.

4.7.4 Research Queries

The research queries are a little complex and take longer time to respond. The
reference staff may require numerous sources of information. In order to successfully
handle such queries the reference staff has to show more active involvement. The
reference staff may come across a user who is unable to articulate her/his
requirement or research query; in such a situation, the reference staff has to ask
some questions on her/his own for ascertaining what the user wants from the
library-how much information s/he wants, what level of information s/he wants,
what sources s/he has already consulted, etc. The reference staff may get queries
related to bibliographic sources, citations, etc.
The following are the examples of the research queries:
 What literature is available on the use of multimedia for teaching English to
primary class students?
 Which are the major universities across the world that offer programmes on
sustainability?
 What are the full-text articles available in the databases subscribed by the
library on the application of data mining in information centres?

4.7.5 Bibliographic Verification

This means verifying or checking the bibliographic details of documents, journals,
books, etc. consulted by the users. A reader or user may seek bibliographic
verification when s/he has already obtained the information needed but may want
to verify the sources .This may involve fact checking or searching the electronic
databases for full citation information.
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Self-Check Exercise Reference Service

Note: i) Write your answer in the space given below.

ii) Check your answer with the answers given at the end of this Unit.
12) Match the following:
A B
1 Synonym of a word a DOAJ
2 Universities offering library b India Reference Annual-yearbooks
science courses
3 Currency of Japan c Subject Dictionary
4 Pronunciation of a word d Indian National Bibliography
5 Right time to visit Europe e World of Learning
6 Open access journals in f Cambridge Advanced Learners
library science dictionary
7 Meaning of any term from g Fodor’s Travel Guide
the field of law
8 Books published in India h Statesman’s Yearbook
on cryogenics
9 Number of states and i Roget’s Thesaurus
union territories in India

4.7.6 Reference Queries and Information Sources

The examples of different types of reference queries and the resources, which may
be used for answering them, are given below:
S.No Query Type of Sources Examples
1. Books published in a Bibliographical i. INB (Indian National
country; books published Sources Bibliography),
on a country; books ii. BNB(BritishNational
published by citizens of Bibliography), etc.
a country.
2. Meaning , definition, General i. Oxford English Dictionary
pronunciation, etc. of Dictionaries ii. Cambridge Advanced
any word. Learners Dictionary
3. Information for Thesaurus i. Roget’s International
synonym, antonym, etc. Thesaurus
4. Quotations Handbooks/Dictio i. Yale Book of Quotations
naries ii. Oxford Dictionary of
Modern Quotations
5. Meaning of any medical Subject i. Dorland’s Illustrated
word Dictionaries Medical Dictionary

6. Style of writing Manuals i. Chicago Manual of Style

references, citations ii. MLA Handbook for Writers
of Research Papers
7. Language, festival of any Yearbooks i. Manorama Yearbook
state of the country ii. India: A Reference Annual
8. Currency, language, Yearbooks i. Europa World Yearbook
population of any other ii. Statesman’s Yearbook
country
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Library Services 9. Information/Details of a Handbooks i. Universities Handbook
particular course offered ii. World of Learning
by a university
10. Background information General i. Collier’s Encyclopedia
about any subject /topic Encyclopedias ii. Encyclopedia Americana
iii. Encyclopeadia Britannicaa
11. To know in depth of any Subject i. McGraw Hill Encyclopedia
aspect in a particular Encyclopaedias of Science and Technology
subject
12. Biographical sketch of Biographical i. India Who’s Who
great Source ii. International Who’s Who
personalities/legendaries iii. Biography Resource Center
13. Statistics on population, Statistical Source i. Census of India
education, income, ii. Statistical Abstract India
health iii. United Nations Statistical
Yearbook
14. Current happenings in Current i. Asian News Digest
India Information Source
15. Current events of any Current i. Keesing’s Record of World
country in the world Information Events
Source
16. Books available in Trade i. Indian Books in Print
market on any particular Bibliography ii. Whitaker’s Books in Print
subject
17. Information about tourist Gazetteers, Travel i. Columbia Gazetteer of the
places and right time to Guides World
visit them. Changed ii. Fodor’s Travel guides
names of countries (for iii. Times Travel Guide
e.g. new name of iv. Merriam Webster’s
Burma). Countries Geographical Dictionary
surrounding Botswana)
18. Details of a current Directory i. Ulrich’s International
journal, frequency, Periodicals Directory
subscription, etc.
19. Presidents of USA Almanac, i. The World Almanac and
Yearbooks Book of Facts
20. Information about Almanacs i. Guinnes World Records
records created and ii. Limca Book of Records
maintained worldwide
21. Query relating to any General Databases i. Proquest
research topic in social ii. EBSCO
sciences

 The reference staff should also know of other online reference resources
listed below which they can consult while attending to the users’ queries:
 ABC-CLIO http://www.abc-clio.com/
 Credo reference www.credoreference.com
 Gale virtual reference www.gale.cengage.com/gvrl/
 Greenwood digital collection
www.libraries.wright.edu/noshelfrequired/?...greenwood-digital-collection
 Oxford reference online www.oxfordreference.com
 The reference staff should also be aware of the free Internet resources for
answering the users’ queries; some of the free Internet sites are listed below:
 Google Scholar scholar.google.com
128
  Google maps local.google.co.in Reference Service

 National Geographic Society Map Machine maps.nationalgeographic.com/

 Biography .com www.biography.com
 Biography Dictionary www.s9.com
 BMJ www.bmj.com/
 Mondofacto www.mondofacto.com
 WebMD www.webmd.com
 Yahoo! India Finance in. finance. Yahoo.com/
 DOAJ www.doaj.org/
 Dictionaty.com www.dictionary.com
 Bartleby http://www.bartleby.com/reference/
 Geohive www.geohive.com/
 Infoplease www.infoplease.com
 Acronym Finder www.acronymfinder.com
 Netlingo www.netlingo.com
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
13) What are the different types of reference queries?
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4.8 SUMMARY
This Unit has highlighted the importance of reference service in libraries. Reference
service means providing assistance to the users in the use of libraries and their
collections. It is the process of helping readers to identify sources of information
in response to a particular query, interest, problem or assignment to be done. This
Unit has also covered the different activities, which are undertaken while providing
reference service to the users. The reference service can be provided through
face-to-face interview; telephone, chat, e-mail, IM and SMS. The reference staff
is required to deal with different queries like directional, procedural, research and
bibliographic verification. The reference staff has to consult various reference
sources for answering users’ queries.

129
Library Services
4.9 KEYWORDS
Abundance of Information : This abundance also termed as information
explosion, information overlaod, etc. causes
confusion among users and creates difficulty
in grasping the whole scenario encompassing
a topic.
Information Communication : It refers to information technology and
Technologies communication technology. The technologies
are used to store, retrieve, manipulate, transmit
or receive information.
Information Literacy : It is a set of abilities required to identify what
information is needed; and how to locate,
evaluate and use information in relation to the
need.
Instant Messaging : It is a form of real time direct text-based
communication between two or more people
using personal computers.
OPAC : Abbreviated form of Online Public Access
Catalogue. It is used for finding books,
journals, CDs and other resources available
in a library.
Pathfinders : Pathfinders are guides which help the students
in starting research on a specific topic or area.
These are also known as self-help tools. These
guides tell or specify about the different online
and print resources which the students may
consult to begin their research work.
Reference Service : It is a service that establishes a link or contact
between a user/reader and document/book
through personalised service.
Short Message Service : It is a method by which messages can be
(SMS) sent to a cell phone via another cell phone, a
computer connected to the computer, or a
regular landline.

4.10 ANSWERS TO SELF CHECK EXERCISES

1) Reference service is the personal assistance provided to the readers in finding
information. It also involves instructing the readers in the selection and use of
appropriate tools and techniques, finding information; conducting searches on
behalf of the users, directing users to the location of the resources demanded
by them, helping in the evaluation of the information, referring the users to the
resources available in other libraries etc.
2) 1) Help
2) S.S.Green
130
3) Personalised service
3) 1) T Reference Service

2) F
3) F
4) F
4) 1) Information needs
2) Save
3) Optimum
4) Improvement
5) 1) d
2) c
3) b
4) a
6) The main activities which are undertaken for providing reference service are
as follows: acquiring, organising and maintaining information sources, answering
reference queries, providing reader’s advisory service, information literacy,
selecting and evaluating print and electronic information resources, creating
finding tools and websites; promoting reference service and evaluating
reference service.
7) Information literacy is about developing and cultivating techniques and skills
for identifying information needs and locating, retrieving and using properly
different information sources for meeting the information needs.
8) The different criteria for evaluating the reference sources are as follows:
scope, content, its quality, appropriateness for audience, authority currency,
accuracy, ease of use and cost of the information source.
9) The reference service can be promoted through letters, e-mails; information
with regard to the service provided may be put on the library’s website. The
user education programmes should be organised from time to time.
10) The factors which necessitate reference service in the library are as under:
Increasing expectations of the users: The readers or users have more
expectations from the libraries; they want the libraries to attend and respond
to their information needs instantly as these are supposed to be the service
institutions.
Too many resources and information overload: There are too many resources
causing overload and the users find it difficult to evaluate and identify which
resource to use.
11) The reference service has a lot of relevance in the digital era. Besides providing
face-to-face service, reference service is provided through telephone, e-mail,
chat, IM (Instant messaging), SMS (short message service). The human
interface provided by the reference service tends to lessen the alienating and
depersonalising impact of the digital era.
131
Library Services 12) 1) i
2) e
3) h
4) f
5) g
6) a
7) c
8) d
9) b
13) The different reference queries handled by the reference staff are directional,
procedural, basic, research and bibliographic verification types.

4.11 REFERENCES AND FURTHER READING

Cassell, Kay Ann, and U. Hiremath. Reference and Information Services in the
21st Century: An Introduction. London: Facet 2009.Print.
Genz, Marcella D. “Working the Reference Desk”. Library Trends. 46.3 (1998):
505-25. Print.
Katz, William A. Introduction to Reference Works .2vols.New York: McGraw-
Hill, 2001. Print.
Krishan Kumar. Reference Service. New Delhi: Vikas, 1989.3-10.Print.
Mon, Lorri, and Joseph W. Janes. “The Thank You Study: User Feedback in E-
mail Thank You Messages”. Reference and User Services Quarterly .46.4(2007):
53-9. Print.
Ruppel, Margie, and Jody Condi Fagan. “Instant Messaging Reference: Users’
Evaluation of Library Chat”. Reference Services Review.30.3 (2002): 183-197.
Print.
Ryan, S. M. “Reference Transactions Analysis: The Cost-Effectiveness of Staffing
a Traditional Academic Reference Desk”. Journal of Academic Librarianship
34.5 (2008): 389-99.Print.
Straw, Joseph E. “A Virtual Understanding: the reference interview and question
negotiation in the digital age”. Reference and User Services Quarterly.39.1 (2000):
376-9. Print.

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UNIT 5 AWARENESS SERVICES
Structure
5.0 Learning Outcomes
5.1 Introduction
5.2 Awareness Services: Concept and Meaning
5.3 Awareness Services : Need and Purpose
5.4 Types of Awareness Services
5.4.1 Current Awareness Services
5.4.2 Non-current Awareness Services

5.5 Selective Dissemination of Information (SDI) Service

5.6 Summary
5.7 Keywords
5.8 Answers to Self Check Exercises
5.9 References and Further Reading

5.0 LEARNING OUTCOMES

In this Unit, you will learn about the concept of awareness services provided by
the libraries to their readers/users. After reading this Unit, you will be able to:
 explain the meaning and concept of awareness services;
 define awareness service;
 identify current awareness services and their types;
 describe non-current awareness services and their types; and
 discuss about customised awareness services.

5.1 INTRODUCTION
As you know very well that it is very necessary for all people to have knowledge
of the latest issues in a field or area in which they work or are associated with.
It is important for the students, researchers and teachers to be aware of different
new things which are happening in their fields, surroundings and environment .The
word “awareness” has been derived from the word “aware”. It means to be
familiar with or to know or to be acquainted with. Awareness is very important
for one’s survival; awareness of one’s surroundings, environment helps one become
a better, informed person. Awareness means being familiar with the past as well
as recent and current developments. If a person is well aware of her/his past,
present, s/he can take better decisions, help others in taking wise decisions; such
individuals are certainly great assets for the society and the nation.
Awareness services aim to provide or disseminate information on current events
or the events which happened in the past but have considerable importance and
relevance to the people and society at large.
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Library Services Awareness services are one of the important services provided by libraries for
enabling the users [hereinafter referred to as ‘clients’] to know what is available
in their area of interest. It means having awareness or knowledge of the recent
developments as well as events which took place in the remote past. It relates to
those matters which are of special interest to an individual. The clients need to be
informed of the recent developments and published literature in the books and
journals of their fields. These books and journals are acquired and collected by
the libraries.
The awareness services help the clients in updating their knowledge with ease and
accuracy without wasting time, effort and money. The clients are also kept aware
of the existence of the library; even more, these services have the effect of creating
an image of the library as an active service providing unit. It promotes the library
by drawing the attention of the recipients to its existence. For any awareness
service, timeliness is very important. The value of current awareness service will
diminish if the service cannot be provided in time.

5.2 AWARENESS SERVICES: CONCEPT AND

MEANING
Awareness means familiarisation with recent developments in a particular field.
This particular field or area may relate to an individual’s profession, employment,
research or teaching. It involves having knowledge of new theoretical ideas, new
methods and techniques for solving new problems. Generally, it involves knowledge
of the contents of recent publications as they are a significant source of information
about recent developments. The professionals working in a field should be aware
of what others seen as competitors or role models are doing or contemplating to
do. Awareness services include current awareness service as well as non-current
awareness service. It is also important for the readers to have knowledge or
acquaintance with the events or incidents which occurred in the past.
The awareness services involve the following:
 Reviewing or scanning of documents
 Selection of items by comparing them with the needs of the intended audience.
 Sending intimation or notification to the intended audience of the items of their
interest.
Points to Remember
* Awareness means knowing about the latest developments in a field in which
an individual works or is associated with.
* Awareness services include current awareness service as well as non-current
awareness service.
* These services involve looking for content in newly published documents,
selecting items of information according to the needs of the clients and
informing them.

134
Self Check Exercise Awareness Services

Note: i) Write your answer in the space given below.

ii) Check your answer with the answers given at the end of this Unit.
1) What do you understand by awareness services?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

5.3 AWARENESS SERVICES: NEED AND PURPOSE

The libraries have the primary responsibility for providing awareness services and
of ensuring that the clients are well informed of the latest developments in their
areas of interest. The services are provided by the libraries because of the following
reasons:
 Exponential growth of literature: Due to substantial research in different
subjects, there is a continuous growth in literature. The volume of literature
is growing and expanding at a very high speed.
 Increase in the number of specialised fields of interest. Due to research
and development many specialised fields of studies have sprung up.
 Increase in the speed at which the information is required. In this
competitive age information is required on urgent basis for problem solving
or decision making.
 Increasing availability of computers. The information and communication
technologies are available to provide information in keeping with the
requirements of the clients.
 Increased expectations of the readers. The users’ demands and
expectations from the library and information centres are increasing and which
needs to be fulfilled too.
 Highlighting the events which took place in the past. The users may
need to know about the events which took place in the remote past.
The clients may lack the ability or willingness to scan publications for their current
awareness needs effectively. There is a vast amount of literature available which
the clients need to scan or browse. The users have less time at their disposal to
browse or scan as the vast amount of literature is ever growing. Awareness
services help them in scanning and browsing and saving their precious time
The clients themselves may undertake such activities which may serve to keep
them currently aware. But the services provided by the libraries offer additional
advantages to their clients. The libraries can scan and cover a wider range of
documents whereas the individual user may not have the opportunity, ability or
willingness to do. So the benefits to clients are the underlying reason for the
provision of current awareness services. The provision of awareness services
helps the libraries in projecting themselves as positive and responsive information
135
centres.
Library Services The library staff must keep the following factors in mind for providing effective
awareness services to the clients:
 The staff should have high degree of enthusiasm and dedication for helping
the clients.
 The awareness service should be regular and timely in nature.
 The service should be comprehensive and exhaustive in terms of the literature
and resources covered.
 The service should be relevant to the clients’ needs. The abstracts of the
documents should also be provided in the awareness list/service as this will
definitely add value to the service.
 The full-text should be made available to the clients on their demand.
Hamilton (1995) has suggested the following four factors for providing an effective
awareness service:
 Knowing what topics to cover.
 Knowing who wants what.
 Knowing about the resources for obtaining the latest information
 Supplying the information regularly, reliably and on appropriate occasions.
Points to Remember
* Awareness services are needed to help the clients because there is a
voluminous and fast growth of literature; specialisation in every field of study
is growing; ICTs are available for providing the services.
* The clients do not have time to scan a wide range of documents e.g. books,
journals, etc.
* For providing an effective awareness service, the library staff should take
initiative and a lot of interest.
* The service should be provided regularly.
* The needs and expectations of the clients should be kept in mind while
providing the service.
Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
2) Fill in the blanks:
1) Awareness means having ————— with the recent and current
developments.
2) Awareness services are provided according to the ————— of the
clients.
3) The library staff should show ————— in providing awareness service.
136 4) The awareness service should be provided —————.
3) Write True or False Awareness Services

1) There is high growth of literature in different subjects. (T/F)

2) Availability of information is not important for problem solving. (T/F)
3) Awareness services save the precious time of the users. (T/F)
4) By providing awareness services, the libraries simply waste their precious
resources. (T/F)
4) What is the usefulness of awareness services?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

5.4 TYPES OF AWARENESS SERVICES

There are two types of awareness services provided by the libraries. They are:
 Current Awareness Services(CAS)
 Non-Current Awareness Services (NCAS)

Fig. 5.1: Screenshot of the John Rylands University Library

Source: http://library.cmsstage.manchester.ac.uk/subjects/humanities/mbs/hsm/awareness/

The screenshot of John Ryland University Library, given above, shows that the
library provides current awareness services to chemical engineers and analytical
scientists. It shows that in order to help the researchers in keeping abreast with
the current information, the users (chemical engineers and analytical scientists) may
137
Library Services consult e- journal search engine; it also provides Science and Engineering
News worldwide Services and Scopus which help the users to know of the latest
developments in the field of chemical engineering.

Fig. 5.2: Screenshot of JNCASR Library providing Current Awareness Service

Source: http://www.jncasr.ac.in/library/workon/awareness.php
The screenshot given above clearly shows that the JNCASR Library, for providing
current awareness service to the users, displays the following:
List of journals and recently procured books, information about national and
international conferences, newspaper clippings of items which may be of relevance
to the students

5.4.1 Current Awareness Services

These may be defined as systems or services for reviewing or scanning newly
available documents, selecting items relevant to the needs of an individual or group
of researchers and recording them so that notifications may be sent to those to
whose needs they are related.
It means providing information about recent and current developments, which
have taken place in one’s area of interest, profession, research or teaching. For
instance, if a researcher is working in the field of nanotechnology, the library may
help her/him by providing list of latest publications in this field. This will help the
researcher in getting an overview of latest developments and trends indicating
what has happened or emerged in the subject of nanotechnology. This work of
providing a list of latest publications to the researcher is an example of current
awareness service towards the client.
There are many types of current awareness services which are discussed below:
 Current Awareness Bulletin
It is also known as Information Bulletin/Library Bulletin. It may cover the following
138 information:
 General information about the library e.g. new members of the library staff, Awareness Services
new telephone numbers, new services, etc.
 General news items (items culled out from newspapers relating to libraries)
 Details of recently acquired documents. This can be provided subject-wise or
date-wise or both. The libraries use library management software (LMS) for
housekeeping operations. The library software generally has the feature of
report generation which can be useful in preparing the list of new arrivals or
acquisitions in the library.
 Announcements of forthcoming meetings and conferences.
 List of New Arrivals
The list of new books acquired by the library can be prepared either through
the software which is being used by the library or manually. The list is sent
to the various clients of the library to browse.
 Table of Contents (TOC) List Service
In this service, the contents pages of journals are photocopied and sent to the
users according to their areas of interest. Content pages can be sent when
the material arrives, but more often they are cumulated into a weekly or
monthly bulletin. A table of contents (TOC) usually called “contents” is a list
of the chapters or articles of a book or journal organised in the order in
which the chapters or articles appear inside the book or journal. Screenshot
of Table of Contents of Electronic Library (Library Science Journal) is given
below.

Fig. 5.3: Screenshot of Table of Contents of ‘Electronic Library’ Periodical

Source: http://www.emeraldinsight.com/journals.htm?issn=0264-0473&volume=28&issue=6

139
Library Services  Table of Contents (TOC) Alerts
The ticTOCs Journal Table of Contents Service can be used by the library staff
for providing awareness services. The free registration of the site allows the staff
to create a customised list of important and favourite journals of the users. This
helps the users or staff to store, combine and reuse thousands of journal tables
of contents from multiple publishers. The screenshot of the service (website) is
given below.

Fig. 5.4: Screenshot of the Table of Contents Service

Source: http://www.tictocs.ac.uk

Self Check Exercise

Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
5) What are the different types of awareness services?
........................................................................................................................
........................................................................................................................
........................................................................................................................
 Routing of Periodicals
In this service, the issues of periodicals are routed or circulated or sent to the
individual clients for perusal. The issues pass from one user to another and finally
it is returned to the library. A list of those who have asked to see a periodical is
attached to the current issue and this is sent to the first person on the list with an
instruction to pass it on when the issue has been read. This method is no longer
popular in the library, because of the delay involved when an item is circulated or
routed among the users. The issue of the journals cannot be seen by others who
140 are not on the list. It is difficult to trace an issue on routing that is needed urgently.
 Awareness Services

Fig. 5.5: Display of Current Issues of Journals

Sources: http://www.lib.berkeley.edu/ENGI/virtual_tour09.shtml
http://www.cdriindia.org/onlineaccess/krcplacetostudy.htm
http://www.bodleian.ox.ac.uk/english/collections/journals
http://www.google.co.in/imgres?imgurl=http://www.uwe.ac.uk/library/info/docs/images/an-
report07_3.jpg&imgrefurl=http://www.uwe.ac.uk/library/info/docs/an-repo
 Display of Current Issues of Journals
The current issues of journals may be displayed as a regular activity in the library.
The clients can browse the issue to keep themselves abreast with the latest
developments. The libraries generally display the current issues as a regular activity
 E-mail Alerts from Databases Subscribed by the Libraries
The users may also be taught how to get Rich Site Summary (RSS) feeds or
e-mail alerts from publishers by signing TOC alerts sent directly from the publishers.
Mostly, the users are to register at the publisher’s website for getting information
regarding publication of a new journal. Registration is always free. The screenshots
of various steps for getting e-mail alert for journal of Taylor and Francis are given
below:

Fig. 5.6: Screenshot of Collection Management Journal of Taylor and Francis

141
Source: http://www.informaworld.com/smpp/title~db=all~content=t792303985~tab=issueslist
Library Services For getting e-mail alert when a new issue of Collection Management is published,
you register at the site:

Fig. 5.7: Registration with Informaworld

Source: https://www.informaworld.com/smpp/controlpanel~db=all~mode=register

After registration your account will be created, an e-mail will be sent to you that
you have successfully registered with Taylor and Francis.
 RSS
It stands for Really Simple Syndication or Rich Site Summary. It allows websites
to alert clients each time the content is added or updated. By providing RSS
feeds, the producers of information or websites can broadcast the information
across the Internet or Intranet. It enables the latest information to be delivered
directly to users and allows them to be very selective and only track the things
they are interested in.
The users may also see the terms Rich Site Summary, news feeds, RSS feeds or
XML feeds in relation to this facility.
You will notice these icons:
The users, in order to get RSS feeds should have RSS Readers like Bloglines,
Google reader, etc. They have to subscribe to the feeds in order to get the desired
information relating to their areas of interest.
The library staff can subscribe to RSS feeds of the journals. When a new issue
of a journal is published, its table of contents (TOC) will be provided as RSS
feeds to the staff. The staff can further forward these feeds as e-mail to the users.
This is how RSS feeds may be utilised for providing value-added services to the
users. Nowadays the publishers of journals/databases like Nature, EBSCO, and
Emerald very commonly offer RSS feeds from their websites. This way, the libraries
142
help their clients keep abreast of the latest developments in their fields.
 Awareness Services
Activity I :
Please visit website of some national newspaper like The Times of India or
The Hindu. Find out if their websites provide RSS feeds. In case they do,
subscribe to them. Write about the information which you get as “Feeds”.
Activity II :
Please visit the website of Science Direct. Write the names of 5 library science
journals available in the database. Subscribe to RSS feeds provided by anyone
of them. Write about the information which you get as “Feeds”.
 Blog
It is an abbreviated form of Weblog. It started as an online personal diary but has
emerged as an important tool for many potential applications. The libraries use
blog to inform the users of different new services started and resources acquired
by the library. It can be an effective communication tool because of its ability to
communicate timely information. It allows for direct participation and feedback. It
can be updated more frequently and it is also more informal and personal. It offers
a subscription feature which allows for content to be sent directly to the clients.
Blog of Library of Open University, United Kingdom
The Library provides news relating to various forthcoming events through this blog

Fig. 5.8: Screenshot of the Blog of Library of Open University, United Kingdom

Source: http://www.open.ac.uk/blogs/LibraryNews

 Newspaper Clipping Service

The libraries may also provide newspaper clipping service to the users. Newspapers
are current awareness media and they carry useful information for the readers.
Each of the newspapers is scanned and items considered to be of interest are
clipped and pasted on a sheet of paper. The clippings are then assigned one or 143
Library Services more subject headings. This service is entirely based on the newspapers subscribed
by the library. These clippings are circulated to the users according to their fields
of interest. The Library of Jamia Hamdard has a collection of one lakh newspaper
clippings relating to the fields of Unani medicine, pharmacy, nursing, education,
religion, etc.
The Shanghai Library of China also offers newspaper clipping service. The users
can request with specified topics, specified newspapers, subject scope,
requirements, etc.

Fig. 5.9: Screenshot of Library Providing Press Clippings Service

Source : http://www.library.sh.cn/english/guide/Services/index4.htm

Self Check Exercises

Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
6) Match the following
A B
1 RSS a Has to be regular and exhaustive
2 Library bulletin b Rich site syndication
3 Awareness service c Comment provision, feedback
4 Blog d Issues sent to users.
5 Routing of periodicals e General information about the library
7) What is the newspaper clipping service? Write about the newspaper clipping
service offered by any library in India.
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144
 ........................................................................................................................ Awareness Services

........................................................................................................................
........................................................................................................................
8) What is a blog?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
Activity III:
Prepare a file of 20 press clippings on the following topic:
“Education and Development” Classify the clippings according to the subject
headings.
Activity IV:
Please subscribe to issue alert service of any journal of Elsevier. What steps did
you follow?
 Indexing Services
An alphabetically arranged list of headings of personal names, places, and subjects
treated in a written work, with page numbers to refer the readers to the point in
the text at which information pertaining to the heading is found is an index.(http:/
/www.abc-clio.com/ODLIS/odlis_i.aspx) Indexing services are publications that
regularly analyse the contents of periodicals in a particular areas and list their titles
with authors and other bibliographic details. These may be published in print or
as electronic databases and may be available online.
The main purpose of this service is to help the researchers in keeping abreast with
the latest developments and articles published in different journals.
The libraries provide indexing service in the following manner:
 They may subscribe to the indexing service. For example, the library may
subscribe to J-Gate(http://j-gate.informindia.co.in/About/About.asp )It is a
bibliographical database which indexes articles (with bibliographical details,
keywords and abstracts) published in 25043 electronic journals in various
disciplines.
 The libraries may generate indexes inhouse.The staff may prepare index of
articles published in different journals, subscribed by the library, in a particular
discipline being actively pursued by researchers. The index may be prepared
manually; or the libraries do it through the library management software which
they use; this is very popularly known as article indexing.

145
Library Services

Fig. 5.10: Screenshot of Abstracting and Indexing Services Provided by Library of Congress

Source: http://www.loc.gov/rr/scitech/asi1.html

 Abstracting Services
An abstract is a summary or statement of the contents of a book, article or
research paper. An abstracting service provides abstracts of articles, research
papers published in various journals in a subject or group of related subjects.
These may be published as print or available online on subscription or payment
basis.
The libraries provide abstracting service in the following manner:
 They may subscribe to the abstracting service. For instance, the library may
subscribe to LISA http://www.csa.com/factsheets/lisa-set-c.php .Library and
Information Science Abstracts (LISA) is an international abstracting and
indexing tool designed for library professionals and other information
specialists. It currently abstracts over 440 periodicals from more than 68
countries and in more than 20 different languages.
 The libraries may prepare a list of abstracts inhouse.The staff may prepare
a list abstracts of articles published in different journals, subscribed by the
library, in a particular discipline actively pursued by researchers. For example,
a researcher is engaged in the field of “digital libraries and institutional
repositories”; for her/him the library staff may prepare a list of abstracts of
articles and research papers published in various journals of library science.
The list may contain approximately 100 of the most recent and relevant
abstracts related to the field of digital libraries.

5.4.2 Non-current Awareness Service

Non-current awareness services may be defined as services or systems which aim
at generating awareness among the public about the events or developments which
occurred in the past and which are generally not known to them.
146
The libraries may provide non-current awareness service by disseminating Awareness Services
information about the events which took place in the past but which are important
and relevant for the people and the society today. For instance, on the occasion
of Gandhi jayanti, the birthday of Mahatma Gandhi, the libraries may organise an
exhibition of books written by him, as well as written on him. This may be done
by the libraries to remind the young generation of today the value, philosophy and
ideology of truth and non violence which Mahatma Gandhi cherished and stood
for through out his life. The libraries may organise lectures and film shows for
public and children .This is done in order to create awareness among the public
and children.
 Thematic Exhibitions
Thematic exhibitions revolve round one particular theme or idea or thought. These
are organised by the libraries to emphasise and convey some important message
to the public. As we all know that our planet is experiencing phenomenal climate
change and this is posing serious challenges for one and all endangering human life.
On World Environment Day or Earth Day, the library may organise an exhibition
of books and journals which highlight these issues. This type of exhibition will
definitely encourage people to go for sustainable development and maintain green
environment.
 Celebratory Exhibitions
Celebratory exhibitions are organised to celebrate a particular event or cause or
occasion. For example the Bodleian Library, Oxford, UK has organised an exhibition
to celebrate 400th anniversary of the publication of the King James Bible which
was initially published in1611.The exhibition highlights that it is the most frequently
published book in English language. It explores the political, religious and intellectual
context of its time; it highlights the events and conditions that led this translation
enterprise. http://www.bodleian.ox.ac.uk/bodley/about/exhibitions
The Miami-Dade Public Library is holding an exhibition (June-Sept2011) to celebrate
its 40th anniversary. The exhibition will display the works from Library’s Art
collection. The books will focus the personal aspects of public life in the volatile
Miami of1970-89. (http://www.mdpls.org/news/exhibitions/exhibitions.asp)
The library of Indira Gandhi National Centre for the Arts (IGNCA)
organises exhibitions on different themes. For example on the occasion of the
150th birth anniversary celebrations of Rabindranath Tagore, the IGNCA Library
organised an exhibition .The exhibition included all the books, photographs and
paintings by Tagore and books written on Tagore. The exhibition aimed to highlight
different facts, aspects of Tagore’s personality- a visionary, artist and poet. The
exhibition had the books, photographs, paintings which were held by the IGNCA
Library. It intended to show the vision for India cherished by Tagore, high ideals
for which he stood. The exhibition also showed different photographs of Tagore’s
life journey. The centre also provides space to other organisations to hold exhibitions.
(http://ignca.nic.in/)
 Special Lectures
The libraries may organise lectures by eminent scholars on social scientific and
literary subjects in their campus or in remote, rural areas as part of reaching out
to all sections of the society. The libraries may organise lectures to highlight the
researches, works and contributions of different writers and leaders. For instance
147
Library Services recently, IGNCA-Kala Nidhi Reference Library Rare Collections (http://ignca.nic.
in/) organised a lecture on the works of Sir William Jones, Sir William Jones, the
British orientalist and founder of the Asiatic Society in Calcutta in 1784.He wrote
Grammar of the Persian Language and translated 7 famous pre-Islamic Arabic
odes. He wrote on the local laws, music, literature, botany and geography and
made the first English translations of several important works of Indian literature.
The Library through such lectures aims to bring to light the importance of works
and contributions of Sir William Jones. These lectures aim to generate awareness
among the present scholars, researchers about Indian mythology, culture as depicted
by William Jones in his works. The lecture aims to discuss festivals, mystical
poetry and account of mughal kings highlighted by William Jones in his works.
 Film shows
The libraries may organise film shows for young children; films on Gandhi, Tagore
and other eminent personages may be shown to send across important message
e.g. principles of truth, non-violence, humanism, etc. as advocated and practised
by these great leaders. Besides, the libraries on special occasions of world Earth
day or International women’s day may organise quizzes or essay competition for
its clients. These activities aim at generating awareness among the people and they
tend to become more responsive towards their surroundings.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
9) What are the different methods of providing non current awareness services?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

5.5 SELECTIVE DISSEMINATION OF

INFORMATION (SDI) SERVICE
When the services are tailored or provided to meet the specific needs of the users,
they are known as customised awareness service. These are also known as
personalised information services. SDI is a type of personalised service provided
to the clientele by the libraries.
Selective Dissemination of Information (SDI)
The concept was introduced by H.P.Luhn. It refers to tools and resources used
to keep the users informed of new resources on specified topics. It is a current
awareness service which alerts the users about the latest publications in specific
areas of their interest. The different components of SDI are discussed as under:
 Setting up user profile
Discovering, documenting or recording the information needs of a user is an
essential part of the current awareness service. This is because current awareness
148
service has to be closely tailored to the needs and interests of the users. The Awareness Services
research needs and interests of users have to be properly recorded and this
recording of users’ needs and interests is known as user profiling. The user profiling
is the very foundation on which the current awareness services are provided.
Concerted efforts need to be taken for finding out the users’ needs. The library
staff may frame a questionnaire and ask the potential users to fill in the same;
interviews might be conducted with the potential users to know their needs and
expectations from the service. The results can be analysed and used for providing
current awareness service.
This will help the library staff in knowing the following:
 Areas of interest to the users.
 Range of resources – journals, printed books, etc. read by them.
 Level of computer literacy
 Preferred mode of current awareness service - print or electronic
 Desired frequency of the service - weekly, monthly, etc
 Monitoring of resources/Keeping records
The library staff has to keep a close track of the various documents and other
resources received in the library. The resources have to be closely browsed,
scanned and analysed in order to find outs if there is a match between the users’
profiles, and document profiles if a match is found between the two it is to be
noted down.
 Mailing updates/Notification
After a match is found the users are notified about it through e-mails or other
means depending on the users’ preference.
 Feedback
It is the statement of opinion about the current awareness service which the users
get from the library. This is very important as it plays a significant role in the
successful delivery and use of the service. The users may give their opinion as to
whether they are satisfied with the service or they want some change. They may
also communicate if there is some changes in their interest areas.
 Modification
It implies that changes are made according to the feedback given by the recipients
of the service. There may be need to change, modify the users’ profile, change
may be required in the range of resources to be covered, frequency of the service,
etc.
The main aim of SDI is to help users cope with information overload or information
deluge. The libraries provide a list of selected titles or documents available in the
library based on a chosen subject. The sources of the list may include books,
serials, proceedings and electronic resources. Now it is not very popularly used
by the libraries. It has given way to e-mail alert.
The clients after receiving and browsing the Information Bulletin/CAS Bulletin/
Library Bulletin may demand a full-text of a particular book chapter or journal
149
Library Services article. In such a situation, it becomes obligatory on the part of library to provide
the same. The library may send a photostat copy of the full-text of the required
book chapter or journal article or a PDF file of the same may be sent as an e-
mail attachment. The libraries have to ensure that there is no copyright infringement
in providing full text of the documents demanded by the users. If the full-text is
not available in the library (which offers CAS), it will have to request other
libraries for the same.
Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
10) What is Selective Dissemination of Information (SDI)?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
11) What are the components of SDI service?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................
Points to Remember
* A user profile has to be created and maintained.
* The user profile can be created by asking the users to fill a questionnaire
or by conducting interviews with the users.
* The library staff should closely keep track of the documents received in the
library to find out what new has come up and which needs to be told to the
users.
* The information about the new documents/articles matching with the user
profiles should be sent to the users.
* The views of the users should be taken in order to find out whether they are
quite content and deriving benefit out of the service.
* The awareness service should be changed or modified according to the
suggestions of the users.

5.6 SUMMARY
Awareness services provided by the libraries and information centres have an
important role to play in the academic or professional environment. This is needed
because literature across various disciplines is increasing exponentially. The clients
have less time at their disposal to browse and scan the whole range of literature.
150
The clients may lack the facility to browse, scan and sift through the voluminous Awareness Services
amount of literature. These services regularly alert the clients on publications related
to their areas of interest. These help the users to keep abreast with the latest
developments in their fields. The efficiency and productivity of the researchers also
increase to a great extent. By providing this service, the library staff gets an
opportunity to learn about the individual needs of the users. It provides a valuable
information service to the users and promotes the library because it acts as publicity
tool .The different kinds of current awareness services are e-mail alerts, TOCs,
customised literature search, routing of periodicals, display of current issues of
journals, newspaper clipping service, etc. The libraries provide non-current
awareness service by holding exhibitions, lectures and film shows for the clients.

5.7 KEYWORDS
Blog : A blog is a kind of website, usually maintained
with regular commentary, descriptions of
events, or other material such as graphics or
video. Entries are commonly displayed in
reverse chronological order.
Current Awareness Service : It is a service designed to alert scholars,
researchers, clients, customers, or employees
to recently published literature in their area(s)
of specialisation, usually available in special
libraries serving companies, organisations, and
institutions in which access to current
information is essential. Such services can be
tailored to fit the interest profile of a specific
user or group. Some online catalogues and
bibliographic databases include a “preferred
searches” option that allows the library user
to archive search statements and re-execute
them as needed. http://lu.com/odlis/odlis_c.cfm
Selective Dissemination : It is a personalised information service
of Information (SDI) provided to the users to keep them informed
Service of the new resources and publications in the
specified areas, subjects or topics.

5.8 ANSWERS TO SELF CHECK EXERCISES

1) Awareness services are services provided to users to make them aware of
the latest publications and developments in their fields of interest. Making
users aware of something (not recent but old) usually not known to them also
form part of awareness service.
2) 1) acquaintance
2) needs
3) enthusiasm
4) regularly and timely

151
Library Services 3) 1) True
2) False
3) True
4) False
4) By providing awareness services, the libraries help the clients in staying abreast
with the latest developments in their areas of interest. Through the service the
users also come to know about past things which were not known to them
before. These also save the precious time of the users. The provision of this
service also helps in projecting the image of libraries as an active service unit.
5) The different types of awareness services are as under:
 Current Awareness Bulletin
 List of New Arrivals
 Table of Contents (TOC) Alerts
 Routing of Periodicals
 E-mail or RSS Alerts
 Blog
 Newspaper Clipping Service.
 Indexing Service
 Abstracting Service
6) 1(b) 2(e) 3(a) 4(c) 5(d)
7) Newspaper Clipping Service is a way of keeping track of media coverage
(on topics of interest to researchers) and knowing what is being said about
them. The central libraries of Jawaharlal Nehru University and Jamia Islamia
University offer Newspaper clipping Service.
8) Blog is short form of Weblog; it is a website on which a person or group of
persons record their opinion or information regularly. The information given
on blog is available for all to view and comment.
9) The different methods of providing non-current awareness services are as
under:
 Thematic Exhibitions
 Celebratory Exhibitions
 Special Lectures
 Film Shows, etc.
10) When the services are tailored or provided to meet the specific needs of the
users, they are known as customised awareness service. These are also
known as personalised information services. SDI is a type of personalised
service provided to the clientele by the libraries.
152
11) The different components of this type of current awareness service are as Awareness Services
under:
 Setting up user profile
 Monitoring of resources/keeping records
 Matching of document profile with user profile
 Mailing updates/notification
 Feedback
 Modification of the user profile, if need be

5.9 REFERENCES AND FURTHER READING

Hamilton, Feona J. Current Awareness, Current Techniques. Hampshire: Gower
Publishing, 1995. Print.
Johnson, Stephen M., Andrew Osmond, and Rebecca J. Holz. “Developing a
Current Awareness Service using Really Simple Syndication”. Journal of Medical
Association 97.1(2009):52-54. Print.
Nageswara Rao, K., and C. R. Karisiddappa. Push Technology for Leveraging
Current Awareness Services on World Wide Web: Opportunities for Cyber
Librarian.2002. Web. 2 June. 2011. http://shodhganga.inflibnet.ac.in/dxml/handle/
1944/20.

153
 UNIT 6 USER ORIENTATION
Structure
6.0 Learning Outcomes
6.1 Introduction
6.2 User Orientation
6.2.1 Meaning and Definition
6.2.2 Need and Purpose

6.3 Library Orientation

6.4 Timing of User Orientation
6.5 Methods and Media of User Orientation
6.6 User Orientation in Different Libraries
6.6.1 User Orientation in a School Library
6.6.2 User Orientation in a University/ College Library

6.7 Evaluation of User Orientation Programme

6.8 Information Literacy
6.9 Importance of Information Literacy
6.10 Summary
6.11 Keywords
6.12 Answers to Self Check Exercises
6.13 References and Further Reading

6.0 LEARNING OUTCOMES

After reading this Unit, you will be able to:
 explain the concept of user orientation;
 highlight about the importance of user orientation;
 describe the various techniques and modes of offering user orientation;
 identify the various components of user orientation;
 state how user education is offered in different types of libraries;
 evaluate the effectiveness of user education programmes;
 organise and conduct user orientation programmes for different levels of
users; and
 discuss the concept and importance of information literacy.

6.1 INTRODUCTION
As you all know, every year at the time of admission in a school, college and
154 university, their libraries get new members. The libraries have a lot of resources
e.g. books, journals, CDs, maps, theses, etc. They spend a lot of money in User Orientation
acquiring and maintaining them. These resources are meant for the users. The new
members cannot know on their own about the documents, various collections and
services available, location of various sections, the staff who can be contacted for
getting information, and how to consult a catalogue, how to retrieve information
from OPAC, etc. They need to be told about all these. You must have also
observed that the students are often reluctant to visit the library. They often keep
on putting off their visits to the library. This happens because they are ignorant
about the various sections, collections and services of the library.
In order to encourage the students to make maximum use of library they need to
be made familiar about the environment of the library. Here, the role of user
orientation comes into the picture. In other words, making the students familiar
with different sections, collections, services, staff, and catalogue is user orientation.

Fig. 6.1: User Orientation

Source: http://www.google.co.in/imgres?imgurl=http://library.umac.mo/html/services/
reference/images/orientation.gif&imgrefurl=http://library.umac.mo/

The user orientation is done to help and serve the users who visit the library. The
libraries can serve and help the users more by telling them about what the library
has for them. That is why user orientation or user education is an important activity
in libraries. It is all about educating the users on how to use the library and make
maximum use of its collection and services offered by it. User orientation
programmes support the concept of lifelong education. They help in cultivating and
grooming students or users to educated persons.
In this Unit, we shall study the concept and meaning of user orientation. We shall
focus on the different activities undertaken under the user orientation programmes;
how the user orientation programmes are conducted in school, college, university
and other libraries. Though there is subtle difference between the term ‘user
education’ and ‘user orientation’ in this Unit both are being treated together.

155
Library Services
6.2 USER ORIENTATION

Fig. 6.2: User Orientation Sessions

Source:http://www.unis.org/academic_programs/high_school/library_program/index.aspx

h t t p : / / www. g oog l e . c o. i n / i m g r e s ? i m g u r l = h t t p : / / www. t a n u va s . a c . i n / i m a g e s /

mvc_lib25.jpg&imgrefurl=http://www.tanuvas.ac.in/Library_mvc.html&usg=__EN-
IpDe_mfYVb_

http://www.google.co.in/imgres?imgurl=http://libr ary.wustl.edu/resear ch/usered/

classpres.jpg&imgrefurl=http://library.wustl.edu/research/usered

User Orientation in Libraries

The library is a pivotal part of the education and learning process. Its very existence
depends on the usage of its resources by the users-students, researchers, teachers
and the public at large. User orientation aims at promoting and maximising their
use by the public. It is central for the whole purpose of the library and the effective
utilisation of the information resources. It is about the information and communication
process and involves complete interaction, communication with the library.

6.2.1 Meaning and Definition

Mews(1992) has defined user education, “as instruction given to readers to help
them make the best use of a library.”
Fleming (1990) has defined user education, “as various programmes of instruction,
education and exploration provided by libraries to users to enable them to make
more effective, efficient and independent use of information sources and services
to which these libraries provide access”.
Sewa Singh has defined it as “ any effort formal or informal which will guide and
instruct existing or potential users in the recognition and formulation of their
information needs, in the effective and efficient use of information service and the
156 assessment of source materials that can satisfy specific requirements.”
It has been well said that the students will be mentally more active and powerful User Orientation
if they concentrate on how to find knowledge rather than try to remember everything
they learn. It is widely recognised that the ability to use information is extremely
important in today’s society and will continue to be so in future too.
The user education teaches the users how to make the most effective use of any
library system. It encompasses all the activities which are undertaken to the help
the students, researchers, teachers become efficient users of information. The user
education programme underlines that the users need to judge and make out the
value of books; be independent learners; be skilful in retrieving information from
different resources and become lifelong learners.
American Libraries Association (ALA) issued a policy statement making it clear
that all types of libraries needed to be responsible for user education .It says, “It
is essential that libraries of all types accept the responsibility of providing people
with opportunities to understand the organisation of knowledge. The responsibility
of educating the users in successful information location demands the same
administrative, funding and staffing support as do more traditional programs.”
http://www.unisanet.unisa.edu.au/012561/Seminars/Week_9.htm
Otis Robinson has also advocated the importance of user education in the following
words, “A librarian should be more than a keeper of books; he should be an
educator. no such librarian is fit for his place unless he holds himself responsible
for library education of his students….All that is taught in college amounts to very
little; but if we can send the students out self reliant in their investigations, we have
accomplished very much’’.
The essence of user orientation is to impart education so that the users, students
may use the resources and services of the library efficiently, effectively and
independently for accomplishing their goals and for lifelong learning. It should be
a continuous process starting with school and public libraries and continue up to
academic and special libraries.
Points to Remember
* The user orientation is all about educating the users as to how to use the
library and make maximum use of its collection and services offered by it.
* The users should be told about the resources, services, and techniques
adopted by the library for organising, preserving and disseminating
information.
* They should know (i.) about a library, its location and layout, system of
organisation: (ii) how to retrieve information from books; (iii.) how to consult
online databases, etc.
* The users need to be told about the following :
 Resources and services of the library
 Types of documents and their features and locations
 Organisational structure of the library
 Any special collection or service

157
Library Services Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
1) Write True or False
i) The library orientation is about educating the users about
library resources and services. (T/F)
ii) The library orientation programmes are for university
libraries only. (T/F)
iii) User orientation programmes include library instructional
information literacy and lifelong learning. (T/F)
iv) User orientation programmes are merely wastage of
resources and time. (T/F)
2) What do you understand by user orientation?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

6.2.2 Need and Purpose

Libraries spend lacs of rupees on acquiring books; journals and other reading
materials. These have to be optimally used by the users. It has been observed that
the users have inadequate library skills; they need to be taught about the different
skills which are required for navigating in the library and using the resources.
The user education is needed because of the following factors:
 Current trends in education
The concepts of self learning and lifelong learning are very much emphasised upon
these days. There is a general perception that the users are capable enough to
locate and retrieve the information they need. But in fact, the users need to be
trained and educated as to the use of information resources to meet their information
needs.
 Emergence of interdisciplinary and trans disciplinary subjects
At present, due to multidimensional research and development the disciplines by
and large do not have clear cut boundaries. The application of one can be found
in another for example, mathematical engineering, chemical engineering, etc. In the
case of information need, the users may be required to search across the databases,
journals and books of different disciplines .They need to be trained and educated
about this aspect. If they are not exposed to proper training, they will not be in
a position to make optimum use of resources.
 Availability of online resources
Besides acquiring books and journals in print form, the library subscribes to many
158
online databases-journals and e-books. The users need to be made aware of
these online resources subscribed by the library. They need to be told how to User Orientation
access and retrieve the desired information from them .They further need to be
educated how to access the resources from within and without the library.
 Miscellaneous services offered by the library
A library offers miscellaneous services in order to help and facilitate the readers
in their learning process .Generally a library offers the following services to its
users:
 OPAC
 Lending
 Photocopying/printing
 Reference
 Interlibrary loan
 Internet browsing
 Information about new arrivals
 Institutional membership of other libraries.
Merely providing these services is not enough, it is obligatory on the part of the
staff to communicate and inform the users about them. They should also encourage
the users to avail such library services.
 Information overload
As research and development is taking place at an accelerated speed in each and
every field of human endeavour, a lot of information is being generated. The users
are experiencing the phenomenon of information deluge or information overload.
It is well accepted that the availability of a large amount of information is not
always good; it may create chaos for the users. The real power of information lies
in locating and having the right information at the right time. The libraries, through
user education, may tell how to locate, and retrieve the best source of information-
print, digital, or online. Therefore, through the user education, the libraries teach
the users how to be the wise consumers of information in this age of information
overload.
The user education aims at transforming the naive users into self dependent users
who can make best use of the library and information sources for lifelong learning.
The students should be independent to explore and navigate through the world of
books, journals and other documents which are there in the library.
To be more precise, the user education aims:
 to create awareness and understanding of the basic and relevant library and
information sources and services.
 to bridge the gap between the user and the collection of the library.
 to enhance the users’ abilities to select the appropriate information sources
and systems for a given information need.
 to offer instructions in the effective and judicious use of the available collection
and services.
 to develop users’ knowledge and skills to access or retrieve the information
required. 159
Library Services Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
3) Write True or False
i) Availability of too much information is always good for decision making.
ii) User education enhances readers’ skills to access and use information.
iii) User education does not ensure optimum usage of library resources.
4) What is the need for user orientation?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

6.3 LIBRARY ORIENTATION

Fjallbrant and Malley have said that user education comprises of two components
which are orientation and instruction. These two components are mutually exclusive
and there is a lot of overlapping too.
Orientation is “primarily concerned with ways of introducing the user to the general
techniques of library usage and services available, and the organisation, layout and
facilities of a particular library.”
Instruction is “concerned with learning to make use of the information resources
within subject specific disciplines”.
The term orientation means “the adjustment or alignment of oneself or one’s ideas
to surroundings or circumstances.” Library orientation or user orientation towards
the library has to do with adjusting the new library user to the library .It makes
the library users aware of the library and services it offers. It educates users
regarding the general use of the library, where specific items can be found, how
to obtain the library material you need .Library orientation is of a particular value
to users who are coming to the library for the first time. The students entering an
unfamiliar environment, like a library, commonly feel lost and disoriented. The
libraries may intimidate users through their complexity, huge volume of books and
other library material as well as their unfamiliar tools and equipment. That is why
the library staff should try their best to make new library users feel comfortable
and find the environment congenial.
Process of Library Orientation
The library staff take the following steps in order to orient the user towards the
library:
 Explain to the new user how the library operates-the hours that the library is
open, the number of items a user can borrow from the library at a time, the
rules for using the library material, etc.
160
 Take the new users on a guided tour through the library, show them all the User Orientation
different sections in the library. As they go through the library, the staff explain
to the users how the materials in the different sections are arranged. The
users can be shown where different materials like reference books, text
books, and newspapers are kept.
 Introduce them to main library staff who may be contacted for different
queries.
 Show them the different collections e.g. books, reference materials, text books,
theses and dissertations, scholarly journals, magazines and newspapers, etc.
 Explain to the user how to find information in the library by using card
catalogue or OPAC.
 Tell about the different services which are offered to the users. The library
orientation offers the staff an opportunity to promote their services to the
users.
 Give them the library brochure, information pamphlet or other printed materials
.The users will make use of the information they gained during orientation
sessions.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
5) What is library orientation?
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

6.4 TIMING OF USER ORIENTATION

It is indeed important to organise user orientation programmes at appropriate time,
when the users are active and motivated. The users should be oriented to the
library at the beginning of the academic session. The user education programme
can also be conducted when the library starts subscribing to some new online
database or starts some new services for the users. Information literacy competency
programmes should be regularly organised for the students, researchers and the
teachers. The library instruction or information literacy programmes can be offered
when the students have to work on some project, assignment or literature search.
Self Check Exercises
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
6) Fill in the blanks:
1) It is often observed that the students have—————library skills.
161
Library Services 2) The user education is important because of the concepts of ———.
3) The user orientation programmes facilitates ——————use of
resources and services.
4) Information literacy is a skill or ability to —————one’s information
needs.
5) The user education teaches how to ———————— information
from print and online resources.
7) When should the libraries plan user orientation programmes?
........................................................................................................................
........................................................................................................................
........................................................................................................................

6.5 METHODS AND MEDIA OF USER

ORIENTATION
There are various methods and media for organising user orientation. Fjallbrant
(1984) and Malley have categorised the methods and media as under according
to their utility:
 Group Instruction
Lecture, seminar/tutorials/ demonstrations, guided tours.
 Group and Individual Instruction
Film, video tape, tape/slides, audio tapes
 Individual Instruction
Books, printed guides, practical exercises, programmed instructions, self-
instructional material, individual help.
Presently, pamphlets and power point slides are being popularly used for imparting
user orientation programmes.
By this we mean when a group of students has to be oriented to a library, group
instruction can be given to them; library staff can deliver a lecture to the group,
hold a seminar where students can be told about the collection and services of the
library; the students can also be given hands-on in seminar organised by the
library. The staff can take the students around the library to acquaint them with
locations of different sections and services, outlay of the building. This is known
as library tour or guided tour. In addition, the libraries may print booklets, guides,
pamphlets where all details of the timings, collection, services offered by the
library are clearly mentioned.
Different Levels of User Orientation
The user orientation programmes should be organised keeping in mind the different
levels of users:
 At the beginning of the year/session all users who visit a library for the first
time should be given library orientation, and taken around the library.
162
 Undergraduate level –at this level, the students must be made aware of the User Orientation
location of different sections of the library, providing useful information about
the catalogue, reference sources, etc.
 Postgraduate level –at this level the students should be told about the
classification systems, bibliography, and other services of the library.
 Researchers and teachers- They should be told about literature search,
compiling of bibliographies, technical writing, footnotes, information retrieval,
interlibrary loan, etc.

6.6 USER ORIENTATION IN DIFFERENT

LIBRARIES
Libraries are part and parcel of any education system, be it elementary, secondary
or higher education. These are service institutions which exist to supplement the
teaching and learning process. They acquire, process, organise and disseminate
information. Their aim is to attract users towards them to explore and navigate in
the world of knowledge. The users need to be informed, communicated, familiarised
with the sources, services, techniques adopted by the library. The users ought to
know all about a library.
The users are made familiar with all aspects of a library through user orientation
programmes. The users can make optimum use of a library, its source and services
only after acquiring, sufficient library skills. The aim of library orientation programme
is to educate the users on how to use libraries-their sources and services. For this
purpose different types of libraries organise user orientation programmes as per
the need of their users.

6.6.1 User Orientation in a School Library

Fig. 6.3: School Library

163
Library Services Sources:

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school_libs.jpg&imgrefurl=http://www.lrs.org/school/&usg

http://librariansontheloose.wordpress.com/2010/01/12/the-art-of-being-a-school-librarian-we-
like-cathryn-moon/

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The objectives of a school library include the following:

 to support the teaching and educational work of the students by supplementing
class work with further reading;
 to equip students with the skills which will enable them to learn more effectively
by using the variety of materials held within the library;
 to develop in students the habit of reading both for pleasure and for the
purpose of gathering information which is not taught as part of the curriculum;
and
 to develop in students an inquiring mind that will continue to prompt them to
use the library later in life when they grow up. (Herring 1988).
For these objectives to be fully realised, it is important that the school library users
must be adequately trained to acquire the necessary skills that will enable them to
maximise the use of the library while in school, and after school, to find information
for employment, business or for recreational purposes.
User orientation is necessary in school libraries for the simple reason that some
of the students are expected to move from secondary school to tertiary educational
institutions where they will be required to use the library extensively, while those
who are unable to go further will at various times need to consult public libraries
for diverse needs. Thus, with user education, students not only know what the
library can offer them but also how best they can exploit the library for their own
good. The user orientation programe should be well planned and documented
 Objectives
The objectives of user education in a school library should be to teach how to:
 use catalogue, reference books, etc.
 identify information needs;
 initiate a search process;
 identify the required information sources;
 extract information from the sources;
 organise and present information;
 to locate and retrieve information from the Internet; and
 give due attribution for the information used and avoid plagiarism.
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Marland has proposed the following information skills which should be imparted User Orientation
to the school students:
1) “What do I need to do?
(Formulation and analysis of need)
2) Where could I go?
(Identification and appraisal of likely sources)
3) How do I get to the information?
(Tracing and locating individual sources)
4) Which sources shall I use?
(Examining, selecting and rejecting individual sources)
5) How shall I use the sources?
(Interrogating sources)
6) What should I make a record of?
(Recording and storing information)
7) Have I got the information I need?
(Interpretation, analysis, synthesis, evaluation)
8) How should I present it?
(Presentation, communication, shape)
9) What have I achieved?
(Evaluation)”
Method of Instruction
For conducting user orientation programme through lecture method, use of audio-
visual aids, pamphlets, guided tours, power point presentations or a combination
of all these methods.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
8) Why is user orientation required for the school students?
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Library Services
Activity I:
Suppose, you are working in a senior secondary school library. How will you plan an
orientation programme for Class XI students? Write your answer in the space given
below.

6.6.2 User Orientation in a University/College Library

A university/college library must organise and conduct user education programmes
regularly for the students, researchers and the teachers. Before offering any user
education programme proper planning should done and the objectives, content,
methods, and venue should be properly planned out and well documented.
Elements of user education programme
 Library Orientation
All the activities which have been discussed under 6.3 are undertaken in library
orientation.
 Information Literacy Competency Programme
Objectives of Information Literacy Competency Programme
The objectives of the programme should be clearly stated for the intended audience.
It should be clearly stated that it aims:
 to familiarise the students or users with the potential of the Internet;
 to show how to retrieve information from the subscribed databases;
 to teach how to download and save the full-text content;
 to impart training how to store and arrange citations;
 to teach how to use Boolean operators;
 to teach how to cite an online full-text article;
 to make them aware of what online databases- books are being subscribed
by the library;
 to tell the students about the open educational resources (OER) related to
their courses;
 to teach the students how to evaluate the information resources by using the
parameters of currency ,authority, scope etc.;
 to enlighten the students about proper citation styles, IPR issues, etc. and
 to tell them about how to avoid plagiarism and give due attribution.
Method of Instruction
The library staff may impart information literacy programme though lectures,
seminars, audio- visual aids, web 2.0 tools, pamphlets, presentation through power
point slides.

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Venue of the Programme User Orientation

The library staff may visit the different departments of the university and conduct
training programmes in the class rooms; or may invite the students to the computer
laboratory of the library and provide training in the information literacy skills .The
training must be imparted to a small group of 20-25 students. This will ensure
adequate interaction between the instructor/library staff and the students.
Presentation
The presentation should cover how the libraries can support learning and research
activities of the students. They should be told about the physical and digital collection
and the services offered by the library.
The features of different databases should be explained; and how to conduct a
search, different kind of searches demonstrated with examples, should be explained.
The library staff should elaborate upon the following:
 Basic/Advanced search, phrase searching,
 Proximity searching,
 Boolean operators,
 Field searching,
 Use of controlled vocabulary, and
 Narrowing of search results.
The library staff may invite queries and tell them how to retrieve information from
the databases .The students must be told how to use databases for essay and
report writing, literature search, etc.
Activity II: You are working in a university library. Your librarian has asked
you to prepare for an orientation programmed for first year undergraduate
students. How will you go about it?

6.7 EVALUATION OF USER ORIENTATION

PROGRAMME
Evaluation is an activity carried out to find out if a particular course or programme
has produced the desired results. It is primarily concerned with the collection of
information about the effects of an educational course or programme on the student.
It involves the comparison of observed effects with the expectations or intentions.
It is necessary for enhancing the impact of user education programmes. Evaluation
involves the collection and analysis of information about the input, in terms of
educational potential, the variables affecting the educational process and the end
product or output. The data is collected and analysed for further decision making
and improvement. It can help in deciding whether to continue, modify change or
discontinue the programme. Evaluation can be done through personal observation
or through discussion with the users of the library. After every user orientation
programme, evaluation of the same should be done.
There are two aims for conducting evaluation. The first is to measure the effectiveness
of instruction and to know how to improve the programme (formative
evaluation).The other is to measure the effect of user education on the students
and their performance.
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Library Services The following types of evaluation methods have been suggested:
Comparative evaluation
It is also known as psychometric evaluation. In this kind a group of students are
tested before the training programme .They are tested again after the training
programme in order to assess the change, influence or impact of the instruction on
the users.
Evaluation by achievement
It means that the importance and value of user education programme can be
determined or judged by the achievements and results of the students. There is a
high correlation between the user education programme and students’ performance
in their projects and assignments.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
9) Why is the evaluation of user orientation important?
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6.8 INFORMATION LITERACY

The scope of user education has expanded from user orientation to information
literacy. Information literacy can be defined as the ability to articulate one’s
information need and identify, locate and access appropriate source of information
to meet the information need.
Information literacy is a means of personal empowerment in today’s information
rich environment. It allows people to verify or refute expert opinion and to become
independent seekers of information. It provides them with the ability to build their
own successful quests for knowledge; it creates in people the motivation for
pursuing learning through their lives.
It supports lifelong learning which enables individuals, communities and nations to
attain their goals and take advantage of emerging opportunities in the global
environment for shared benefit. It assists them and their institutions to meet
technological, economical and social challenges to redress disadvantage and to
advance the well being of all. Empowerment of people through information
literacy is an important prerequisite for harnessing ICTs for education and fostering
equitable access to information and knowledge. Information literacy abilities are
essential for social inclusion in today’s information driven world. Information
literacy involves the effective use of multiple technology and formats; encourages
and enables individuals to develop skills for learning throughout life; supports and
promotes skills for workplace and for community participation and is responsible
for the upliftment and betterment of the whole society.
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An ‘information literate’ individual- User Orientation

 recognises when information is needed;

 is well versed with the ways of using library resources and services;
 is a competent and independent learner;
 can use all kinds of resources –print as well as online to gather information;
 can make use of the databases subscribed by the library;
 can locate access and retrieve information from card catalogue or OPAC;
 can access the web for information;
 can use free Internet resources;
 can evaluate the information resources and decide upon their quality, currency
authority etc.;
 know the difference between books and journals, and the significance of
primary, secondary and tertiary sources; and
 can plan an effective search for a complex or straightforward query.
The users should know that ICTs are ever evolving and advancing and can become
dated at a very fast rate. The user should have expertise to take decision when
to adopt and embrace new tools and technologies.
It is pertinent to mention here that information literacy or information competence
is different from computer literacy .Computer literacy is the technological know-
how to use computer hardware and software. Information literacy is much broader
in scope than computer literacy.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
10) What do you understand by information literacy?
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6.9 IMPORTANCE OF INFORMATION LITERACY

There has always existed the need to evaluate the credibility of information. In the
past, the learners had to deal with a limited number of resources-reference books
and authoritative textbooks recommended by the teachers, which were acquired
and organised in libraries. But, now the users experience the phenomenon of
information overload. Presently, anyone can create a page on the web, post
information and this information is not subjected to rigorous review. In such a
situation, it becomes difficult to decide if the information is authentic, reliable or
otherwise. 169
Library Services The emphasis on lifelong learning has led the libraries to focus on information
literacy. The lifelong learning is of special significance because a large quantum of
knowledge is being generated, side by side a significant portion of knowledge is
getting outdated or obsolete at a very high rate. Therefore, in order to keep
abreast with the latest knowledge generated in one’s area one has to learn lifelong.
If the students, researchers professors, adults are not equipped with the latest
knowledge they cannot progress or advance in their area. They have to have
information in order to take proper decisions. The experts have found and said
that the traditional literacy of reading, writing, mathematical reasoning are insufficient
for lifelong learning. The ever increasing quantum of information from various
sources and the pressure to remain in a constant state of conscious learning means
that the individuals must be skilful in the use of information. The need to handle
and use information is present in all stages of life. The success of individuals
depends upon a combination of skills that form information literacy; this means
knowing how to find, evaluate and use the best and the most current information
available.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
11) Discuss the importance of information literacy.
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6.10 SUMMARY
User education, also called user orientation or user instruction, teaches the users
how to make the most efficient use of the library system and its collection and
services. The Unit has elaborated upon the need and purpose of user education.
The two components of user education are library orientation and information
literacy. Library orientation is primarily concerned with ways of introducing the
user to the general techniques of the use of library and services available,
organisation, layout and facilities of a particular library. Information literacy is all
about the ability to identify the need of information, and to find evaluate, use and
communicate it in an ethical manner. The user education sessions should be regularly
organised and conducted for the users. Evaluation is an important activity which
should be undertaken to find out the impact of user education on the intended
audience.

6.11 KEYWORDS
Information Seeking : It is a conscious effort to acquire information
in response to a need or gap in user’s
knowledge.
Plagiarism : It is use of the language and thoughts of
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another author and the representation of them
 as one’s own original work. It is said to be a User Orientation
kind of academic dishonesty.
Open Educational Resources : These are educational materials and resources
(OER) freely available for use, remix improvement
and distribution.
Trans disciplinary Subject : A trans disciplinary subject is a subject that
integrates more than one subject in its field
of study or purview. For example Ecological
Informatics is a trans disciplinary subject, it
incorporat es Informat ics, Ecology,
Computational and Social science.
Web2.0 : It refers to the new generation of web based
services, communities and is characterised by
participation, collaboration and sharing of
information among users online. Its applications
include wikis, folksonomies, blogs and social
networking sites which encourage user-
generated content and social interaction online.

6.12 ANSWERS TO SELF CHECK EXERCISES

1) i. (T) ii. (F) iii. (T) iv. (F)
2) User orientation is all about imparting training to the users so that they may
use the resources and services of a library efficiently and independently for
attaining their goals and for lifelong learning.
3) i. (F) ii. (T) iii. (F)
4) The user orientation is necessary for transforming the naive users into
independent learners. The user education programmes teaches the users
techniques and skills of using the library in the most effective manner.
5) Library orientation is concerned with orientating or familiarising the users with
the organisation, layout, collection, etc. of the library to its members.
6) (1) poor; (2) lifelong learning; (3) optimum; (4) meet; (5) retrieve.
7) The user orientation programmes should be organised at the beginning of the
academic session. It may also be organised when the users have to work on
some project assignment or literature search.
8) User orientation is necessary in school libraries because the students are
expected to move from secondary school to higher educational institutions
where they will be required to use the library extensively, while those who
are unable to go further will at various times need to consult public libraries
for various needs. So, with user education, students acquire expertise to use
library most effectively. The earlier the students become self-dependent
learners, the better it is.
9) The evaluation of user orientation is important because it helps in knowing if
it is helping the target audience. It can further help in modifying, adopting,
changing the programme in the light of the feedback.
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Library Services 10) Information literacy is knowing about how to locate, evaluate and use
information. It is the ability to know when there is a need for information, to
be able to identify, locate, evaluate, and effectively use that information for
the problem solving at hand.
11) Information literacy competencies help in retrieving the right information from
the right source at the right time. It helps in the lifelong learning and transforms
the naive users into the educated and responsible users.

6.13 REFERENCES AND FURTHER READING

Darch, C., C.Karelse, and P. Underwood. “Alternative Routes on the Super
Highway”. Independent Online-Higher Education Review. (1997). Print.
Drucker, P. F. “The Age of Social Transformation”. Atlantic Monthly 27 (1994):53-
80. Print.
Fjallbrant, Nancy, and Ian Malley. User Education in Libraries. London: Clive
Bingley, 1984. Print.
Fleming, Hugh, ed. User Education in Academic Libraries. London: Library
Association Publishing , 1990. Print.
Koltay, Tibor. “Abstracting: Information Literacy on a Professional Level”. Journal
of Documentation .65.5(2009):841-855. Print.
“Library User Education Examining its Past, Projecting its Future”. Free Online
Library.htm. Web. 10 Mar.2011.
Marland, M. Information Literacy Skills in the Secondary Curriculum: the
Recommendations of a Working Group Sponsored by the British Library and
the Schools Council. London: Methuen Educational, 1981. 30-37. Print.
Mews, Hazel .Reader Instruction in Colleges and Universities: an Introductory
Handbook. London: Clive Bingley, 1992. Print.
Singh, Rajesh. Information Literacy: a Review of Literature.2008 .Web.23
April.2010. http://knol.google.com/k/information-literacy-a-review-of-literature#
Singh, Sewa . “User education in University Libraries: Why and How”? Academic
Library Effectiveness. New Delhi, Ess Ess Publications, 1992. 66-70. Web. 23
April.2010. http://eprints.rclis.org/7068/1/1992Sewa.pdf
Wallis, Jake. “Cyberspace, Information Literacy and Information Society”. Library
Review.54.4 (2005):218-222. Print.

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